ECM-RFI-FINAL-4.16.pdf

FEDERAL BUREAU OF INVESTIGATION

FINANCE AND FACILITIES DIVISION | PROCUREMENT SECTION

REQUEST FOR INFORMATION (RFI) TEMPLATE

REQUEST FOR INFORMATION (RFI)

Enterprise Content Management

Due Date 5/7/2025

Attachment AS - Request for Information (RFI) Template

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DISCLAIMER:

THIS NOTICE IS FOR INFORMATIONAL PURPOSES ONLY. THIS IS NOT A REQUEST FOR PROPOSAL OR

QUOTE. IT DOES NOT CONSTITUTE A SOLICITATION AND SHALL NOT BE CONSTRUED AS A COMMITMENT

BY THE GOVERNMENT. RESPONSES IN ANY FORM ARE NOT OFFERS AND THE GOVERNMENT IS UNDER

NO OBLIGATION TO AWARD A CONTRACT AS A RESULT OF THIS ANNOUNCEMENT. NO FUNDS ARE

AVAILABLE TO PAY FOR PREPARATION OF RESPONSES TO THIS ANNOUNCEMENT. ANY INFORMATION

SUBMITTED BY RESPONDENTS TO THIS TECHNICAL DESCRIPTION IS STRICTLY VOLUNTARY.

INTRODUCTION

Responses to this RFI may be used to formulate final requirements and/or to identify qualified vendors capable of meeting those requirements. The description below outlines preliminary requirements envisioned for the Enterprise Content Manager Modernization project. The information gathered may be used to formulate acquisition strategies for competitive solicitations.

BACKGROUND

The United States Department of Justice (DOJ), Federal Bureau of Investigation (FBI), Information

Management Division (IMD), Technology Innovation Section (TIS) is conducting market research, seeking available sources to provide an innovative enterprise content management solution.

TIS is issuing this Request for Information (RFI) to gather industry insights on enterprise content management solutions that effectively support the FBI’s IT modernization efforts and provide a seamless integration into the existing FBI environment.

TIS seeks a comprehensive solution to manage the entire paper file lifecycle, including digitization requests, secure storage, retrieval, and records management. This engagement event provides an opportunity for potential manufacturers to learn about upcoming initiatives and share information about their products, services, and capabilities in enterprise content management.

TIS aims to engage industry early in the acquisition planning process, fostering innovation through direct collaboration. This market research platform enables stakeholders and industry participants to explore solutions together, shaping the future of enterprise content management. We are evaluating potential replacements for our existing File Request System (FRS) and Translation Services.

Desired Solutions

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The new ECM solution should seamlessly incorporate a built-in file request system, resulting in a more streamlined and integrated workflow.

The new ECM solution must feature intuitive Application Programming Interfaces (APIs) designed for easy adoption by developers and IT personnel. These APIs should support integration with our existing workflows, future projects, and on-the-fly data calls.

It should have robust inventory management functionalities such as tracking file locations, classification numbers, Field Office details, case numbers, subfile IDs, Sentinel links, and additional user-defined metadata.

The database structure should be intuitive, straightforward, and easy to navigate, and understand compared to the current system, thus improving operational efficiency.

Enterprise Content Management Requirements:

The FBI is seeking a robust Enterprise Content Management (ECM) solution to enhance our records management, ensure compliance, and support our mission-critical operations. Below are the key functional capabilities we require:

Comprehensive Records Management

• Create, Edit, Delete Records: Enable users to manage records with full CRUD (Create, Read, Update, Delete) functionalities.

• Containers & Locations: Files can have hierarchical relationships with other files, containers, and location objects.

• Version Control: Track changes and maintain historical versions of all records to ensure accountability and data integrity.

• Role-Based Access Control: Restrict user permissions based on roles to protect sensitive information and ensure data security.

Advanced Search and Retrieval

• Keyword Search: Allow users to perform keyword-based searches across all records.

• Metadata Search: Utilize metadata for more refined and efficient search capabilities.

• Full-Text Search: Enable searching within the full text of documents to locate specific information quickly.

Workflow Automation

• Automated Workflows: Streamline record approval, review, and archiving processes through customizable automated workflows.

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• Conditional Workflows: Trigger workflows based on specific record attributes or events to enhance process flexibility.

System Integration and Interoperability

• API Support: Provide robust APIs for seamless integration with existing FBI databases and applications.

• Cloud Compatibility: Must utilize cloud technology to provide seamless document collaboration, version control, and metadata management, with a focus on scalability and integration with other cloud-based enterprise applications.

Collaboration Tools

• Comments and Annotations: Allow users to collaborate on records by adding comments and annotations.

• Real-Time Collaboration: Enable multiple users to work on the same record simultaneously, enhancing teamwork and productivity.

Data Import and Export

• Bulk Import/Export: Facilitate the migration of large volumes of records with bulk import and export functionalities.

• Legacy System Support: Ensure compatibility with legacy ECM systems for seamless data transition.

Metadata Management

• Custom Metadata Fields: Allow users to define and manage custom metadata fields tailored to different record types.

• Automated Metadata Extraction: Utilize AI-driven tools to automatically extract and assign metadata to records, improving organization and searchability.

Compliance and Audit Support

• Audit Trails: Maintain detailed logs of all user activities and system changes to support compliance and forensic investigations.

• Retention Policies: Implement automated retention and disposition policies to ensure records are managed according to federal regulations.

User Interface and Experience

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• Intuitive UI: Provide a user-friendly interface with customizable views and layouts to enhance user adoption and efficiency.

Reporting and Analytics

• Custom Reporting: Enable users to create user-defined reports to meet specific data analysis needs.

• Real-Time Analytics: Provide real-time insights into content usage and system performance to facilitate informed decision-making.

Storage and Scalability

• Record Storage: Able to store 20 million records without performance degradation.

• File Request: Capable of handling 300,000 new requests annually.

• Report Archives: Shall support scalable storage for historical requests, ensuring fast retrieval and compliance

Additional important components for the TIS stakeholders above forecasted projects are leveraging information technology to improve efficiency and optimize IT service solutions in the following areas:

• The system shall allow users to submit request for physical copies for records through an intuitive request interface

• The system shall enable users to request the digitization of physical records, including the conversion of paper documents into digital formats

• The system shall ensure compatibility with emerging technologies and standards

• The system shall enable uses to create barcode labels for every type of record ensuring each record is uniquely identifiable and traceable after initial inventory

• The system shall improve performance, strengthen information security, increase IT agility, while maintaining compliance and decreasing risk.

• The vendor shall deliver superior and continuous customer support

• The vendor shall demonstrate system capabilities with customer provided data samples

• The system shall operate within a secret enclave without direct access to the internet

CONTRACTOR QUALIFICATIONS

This RFI is open to manufacturers with a documented proven history of successful integration of ECMs across classified networks. This RFI is for market research only to request input from potential providers of Enterprise Content Management solutions.

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The Government would like to know which manufacturers can provide Enterprise Content Management solutions for this contemplated requirement by identifying themselves and responding to this RFI. The Government requests the following information:

1. Company name and business size.

2. Provide evidence to show that your company can provide the requested services and/or products required (i.e. technical ability, personnel, and experience). Information provided shall be succinct and related to the requested information in this RFI. All submissions shall be unclassified.

3. Provide evidence to show proven and demonstrated success providing Enterprise Content Management solutions for an enterprise across classified networks.

4. Address whether your company has a GSA Schedule or NASA SEWP and if they are capable of providing these services on schedule. If able to provide the services on schedule, provide the schedule and SIN.

5. Any other assumptions, comments, concerns, and/or questions relating to the contemplated services.

6. Address whether your company’s solution will require additional purchases of software or hardware.

Required Information:

Contractor Legal/DBA Name:

Address:

Point of Contact:

Telephone:

Email Address:

DUNS Number:

Cage Code:

Facility Clearance (if applicable):

Applicable NAICS Codes:

Standard Business Size:

GSA Schedule:

NASA SEWP Contract:

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CONTEMPLATED REQUIREMENT

FBI's Information Management Division, Technology Innovation Section (IMD TIS), is issuing this

Request for Information (RFI) to:

• Gather industry information on the enclosed requirements via response and at a potential

Industry Day

Eligibility for Potential Industry Day

To be eligible to participate in the potential Industry Day event, interested parties must demonstrate via written response all the following:

• Currently holds a Facility Clearance up to Top Secret

• Valid GSA Contract or NASA SEWP as a Prime Contract Holder

• Active registration in Sam.Gov

• No active debarments

• U.S. owned company

• Experience outlined in Enterprise Content Management Requirements

• Meets or exceeds the Contractor Qualifications as determined by the Government upon review of RFI responses

DISCLAIMER and RESPONSES

THERE IS NO COMMITMENT BY THE GOVERNMENT TO ISSUE A SOLICITATION AS A RESULT OF THIS

RFI. THIS IS BEING ISSUED SOLEY FOR INFORMATIONAL AND PLANNING PURPOSES AND DOES NOT

CONSTITUTE A SOLICTIATION. IN ACCORDANCE WITH FAR 15.201(e), RESPONSES TO THIS NOTICE ARE

NOT OFFERS AND CANNOT BE ACCEPTED BY THE GOVERNMENT TO FORM A BINDING CONTRACT.

THIS IS NOT A REQUEST FOR PROPOSAL OR QUOTE. IT DOES NOT CONSTITUTE A SOLICITATION AND

SHALL NOT BE CONSTRUED AS A COMMITMENT BY THE GOVERNMENT. RESPONSES IN ANY FORM ARE

NOT OFFERS AND THE GOVERNMENT IS UNDER NO OBLIGATION TO AWARD A CONTRACT AS A

RESULT OF THIS ANNOUNCEMENT. NO FUNDS ARE AVAILABLE TO PAY FOR PREPARATION OF

RESPONSES TO THIS ANNOUNCEMENT. ANY INFORMATION SUBMITTED BY RESPONDENTS TO THIS

TECHNICAL DESCRIPTION IS STRICTLY VOLUNTARY.

WHAT SHOULD BE INCLUDED IN YOUR RESPONSE

1. All interested parties shall submit capability packages in response to this notice.

2. Do submit succinct, thoughtful responses to the requirements/questions listed in this RFI.

3. Do submit comments that address the FBI's requirements, assumptions, conditions or contemplated approaches to this future acquisition.

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4. Do submit information and suggestions that may encourage new, different, or innovative approaches that would result in products, solutions, and direct savings to the FBI.

5. Identify any parts of your response that drives pricing.

6. If your response does not accommodate a requirement mentioned in this RFI, please confirm that point. If your response does not accommodate a requirement mentioned in the RFI that can be accommodated in a different manner than outlined in the requirement, please describe, to the extent possible, the effect the modifications may have on your overall functionality and price.

WHAT SHOULD NOT BE INCLUDED IN YOUR RESPONSE

1. Do not submit proposals or offers.

2. Do not submit past performance information or general descriptions of corporate experience.

3. Do not submit requests to be considered for award or to be notified of a future solicitation.

4. Do not submit requests to be added to a mailing list or distribution list.

5. Do not submit questions or comments not related to this RFI.

6. Do not respond via telephone.

7. Do not follow up with requests on timeframe or results of this RFI. All follow-up with Industry will take place via Sam.Gov.

RFI SUBMITTAL INSTRUCTIONS:

Questions regarding this announcement shall be submitted in writing by e-mail to the Contracting

Officer no later than 11:00am ET, April 30, 2025. Questions shall be submitted in Excel format identifying separate columns for question #, Section and page # of document, and question posed. Questions will be formatted with subject line identifying the RFI Title and number. Verbal questions will NOT be accepted. Questions will be answered by posting answers to the sam.gov posting for this RFI to include any amendments to this RFI; accordingly, questions shall NOT contain proprietary or classified information. The Government does not guarantee that all questions will be answered.

Responses to this RFI are required no later than 11:59 pm ET, May 7, 2024. Initial submissions are limited to 8 pages in total, inclusive of coversheet. Table of contents are not required for this submission. Cover page shall identify RFI title and number, company name, address, and company submitting POC. Page 2 the submission shall begin with the inclusion of the information identified in this

RFI. Any submissions greater than the 8-page count, inclusive of coversheet and any addendums, will not be reviewed. Please review the RFI preparation checklist attached at the end of this document to assist in preparation and submission.

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Upon review of initial submissions, vendors meeting the criteria as determined by the Government will be notified and potentially scheduled for Industry Day engagement. Industry Day engagement is anticipated to consist of one-on-one in person or virtual meetings to potentially demo, however, the

Government reserves the right to adjust approach based on number of responses.

The industry day may offer a “Show Me, Don’t Tell Me” demonstration approach, giving vendors the opportunity to showcase evidence-based enterprise content management solutions that directly address the needs outlined in this RFI. The proposed software shall also hold FedRAMP certification to ensure compliance with federal security standards.

Contracting Point of Contact: Brandon James

Email: bmjames@fbi.gov

RFI Preparation Checklist

Item

Requirement Yes/No Comments

Submission received prior to due date

Submission does not exceed 8 pages including coversheet and any addendums

Submission includes coversheet

All items for Section 6.0 have been included for Industry Day eligibility determination