RFI 11316027N0001EOP - Workflow-Ticket Management System.pdf

REQUEST FOR INFORMATION

11316027N0001EOP

WORKFLOW/TICKET MANAGEMENT SYSTEM

The Executive Office of the President (EOP) is seeking information from industry to assist with the planning, configuring and deployment of an internal workflow/ticket management system.

THIS IS A REQUEST FOR INFORMATION (RFI) NOTICE ONLY. THIS IS NOT A REQUEST FOR

PROPOSALS (RFP). NO SOLICITATION IS AVAILABLE AT THIS TIME.

1.0 DESCRIPTION OF PROCUREMENT

The EOP is issuing this RFI to identify a suitable software solution and its implementation steps to assist with task and workflow management.

2.0 SCOPE OF EFFORT

The EOP seeks a software application capable of being deployed on-premises in Docker container(s) hosted in Kubernetes, for the exclusive use of EOP staff members within the private network. The scope of effort includes a recommendation of the solution platform and its deployment to include customer requirements, system configuration and testing, and staff training. This application will be self-serviced after setup where non-technical users will create their own boards, projects, and workflows.

The proposed solution must meet the following minimum requirements:

# Feature The system must

1 Task Structure and Prioritization Offer task hierarchy and dependency, priority, group or personal assignment

2 Collaboration and Communication

Support real-time comments, file sharing, and updates tied to specific tasks by multiple teams.

Real-Time Tracking and Reporting

Provide dashboards that display task status and progress metrics enabling quick visual identification of bottlenecks and performance measurement.

4 Usability and Efficiency

Offer user-friendly interface, intuitive navigation, and minimal steps to complete actions with fast load times. Maintain fast interface load times under active load: Desktop must load in under 2 seconds; Mobile must load in under 9 seconds.

5 Automation Support automation of repetitive actions (reminders to complete tasks) and assignments triggered by status change, and allow for conditional logic that must be met before an automated action executes.

6 Accountability Support task delegation with tracking logs that ensures ownership.

7 Flexibility of Customization

Offer workflows that can be easily modified by non-technical users, and adapt to evolving priorities and allow easy updates to boards, workflow, tasks, and fields.

8 Task Routing

Allow EOP to define:

• Custom (ad hoc, per task) specified routing path through which a task or request must be approved.

• Templated commonly used task types which would follow a consistent routing scheme, each step of which may be defined as a designated individual or a group of individuals with the ability to advance the task forward.

9 File Versioning Provide ability to edit documents contained within the task, or allow for multiple versions to be stored, in order to track changes as the task progresses.

# Feature The system must

10 Data Security and Access Control

Offer robust permissions via role-based access and secure data handling for sensitive information. Admin, component user, component manager user.

11 Scalability

Scale seamlessly without performance degradation across the following growth milestones:

• Phase 1 (Beta): 20 active users across 3 active project boards;

• Phase 2 (Initial Launch): 100 active staff members across 10 active project boards;

• Phase 3 (Full Scale): 500 active staff members across 50+ active project boards.

12 Email Integration

Allow:

• automated ticket/task creation via incoming emails,

• ticket updates mapped directly from email responses, and

• automatic email notifications dispatched to assigned users upon task creation or modification.

13 Auditing Maintain a comprehensive, immutable audit log detailing user activity ("who did what and when"), capturing a complete change history for all tasks, fields, and configurations.

14 Platform Accessible from optimized Desktop and Mobile interfaces via SSO-enabled access (MS Entra ID).

15 Hosting Be an on-premises app deployed as Docker container(s) hosted in Kubernetes using a PostgreSQL database.

3.0 REQUESTED INFORMATION

The EOP requests the following in the response from industry:

a) Description of Solution: Architecture of the solution.

b) Design of Solution: How the user interfaces would be integrated.

c) Rough Order of Magnitude (ROM) cost for software deployment (broken by software and by professional services).

d) ROM cost for support (broken by labor categories/description/rates) - Description of a proposed team for the engagement. What does support look like for an on-prem deployment, and from which country is it delivered?

e) Previous corporate and Federal Government experience, customer deployments (who, where, when, what).

f) High-level project schedule that includes weekly timeline for the proposed implementation strategy.

g) Acquisition approach for solution:

Are you registered in SAM.gov? If so, what is your UEI?

Are you on GSA Schedule, NASA SEWP, or other Government-Wide Acquisition Contract

(GWAC) procurement vehicles? If not, will you onboard with Carahsoft or another aggregator, and on what timeline?

4.0 RESPONSE GUIDELINES:

Interested parties are requested to respond to this RFI with a white paper. Submissions cannot exceed 4 pages single spaced, 12-point type with at least one-inch margins on 8 1/2” X 11” page size. The response should not exceed a 5 MB e-mail limit for all items associated with the RFI response. Responses must specifically describe the contractor’s capability to meet the requirements outlined in this RFI. Oral communications are not permissible. SAM.gov will be the sole repository for all information related to this RFI.

Companies who wish to respond to this RFI should send responses via email no later December 3, 2026 at 11:00am EST to MBX.OA.OCFOPCMD.ProcurementSubmissionInbox-ForIndustry@oa.eop.gov and timothy.j.lazatin@oa.eop.gov.

5.0 INDUSTRY DISCUSSIONS:

EOP representatives may choose to meet with potential offerors and hold one-on-one discussions. Such discussions would only be intended to obtain further clarification of potential capability to meet the requirements, including any development and certification risks.

6.0 QUESTIONS:

Questions regarding this announcement shall be submitted in writing by e-mail to MBX.OA.OCFOPCMD.ProcurementSubmissionInbox-ForIndustry@oa.eop.gov and timothy.j.lazatin@oa.eop.gov no later than November 23, 2026 11:00am EST verbal questions will NOT be accepted. Answers to questions may be posted to SAM.gov. The Government does not guarantee that questions received will be answered. The Government will not reimburse companies for any costs associated with the submissions of their responses

7.0 DISCLAIMER:

This RFI is not a Request for Proposal (RFP) and is not to be construed as a commitment by the Government to issue a solicitation or ultimately award a contract. Responses will not be considered as proposals nor will any award be made as a result of this synopsis.

All information contained in the RFI is preliminary as well as subject to modification and is in no way binding on the Government. FAR clause 52.215-3, “Request for Information or Solicitation for Planning Purposes”, is incorporated by reference in this RFI. The Government does not intend to pay for information received in response to this RFI. Responders to this invitation are solely responsible for all expenses associated with responding to this RFI. This RFI will be the basis for collecting information on capabilities available. This RFI is issued solely for information and planning purposes. Proprietary information and trade secrets, if any, must be clearly marked on all materials. All information received in this RFI that is marked “Proprietary” will be handled accordingly. Please be advised that all submissions become Government property and will not be returned nor will receipt be confirmed. In accordance with FAR 15.201(e), responses to this RFI are not offers and cannot be accepted by the Government to form a binding contract.

mailto:MBX.OA.OCFOPCMD.ProcurementSubmissionInbox-ForIndustry@oa.eop.gov mailto:timothy.j.lazatin@oa.eop.gov mailto:MBX.OA.OCFOPCMD.ProcurementSubmissionInbox-ForIndustry@oa.eop.gov mailto:timothy.j.lazatin@oa.eop.gov

1.0 DESCRIPTION OF PROCUREMENT