Final - RFI Safeguard Unit EHR.pdf

REQUEST FOR INFORMATION (RFI)

Safeguard Software development for proposed Electronic Medical Record system of record

07/30/2025

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 software developers capable of meeting those requirements. The description below outlines preliminary requirements envisioned for the Safeguard Unit EHR project. The information gathered may be used to formulate acquisition strategies for competitive bids.

1. Purpose

The Federal Bureau of Investigation (FBI) is seeking information from qualified software developers regarding the availability, capabilities, and implementation feasibility of a commercial off-the-shelf

(COTS) or customized Electronic Health Record (EHR) solution. The solution must be deployable within both classified (Secret level) and unclassified environments to support the health and wellness operations of FBI personnel.

2. Background

The FBI operates within a secure and regulated environment with a range of personnel who receive psychological wellness services. The agency currently employs a combination of manual and legacy digital systems and seeks a consolidated, secure, and interoperable EHR platform with features comparable to leading commercial solutions.

3. Scope and Requirements

The proposed EHR solution shall include the following core functionalities:

a. Scheduling & Client Management

• Secure, role-based calendar and appointment scheduling

• Ability to manage individual sessions

• Check-in/check-out workflows and waitlist management

• Automated reminders via secure email or other approved means

b. Documentation & Workflow

• Session documentation, clinical and operational notes, and customizable templates

• Case and workflow tracking (referrals, pending tasks, supervisory oversite)

• Secure internal messaging between staff

c. Forms & Communication

• Secure emailing of forms to clients with digital signature capability

• Customizable intake, consent, and assessment forms

• Secure two-way messaging for appointment confirmations and follow-ups

d. Test Results & Data Integration

• Ability to upload and manage external medical/psychological test results

• Integration or API access to external labs or systems

• Graphing and trend analysis of test results and clinical data over time

e. Security & Compliance

• FedRAMP compliance for unclassified systems

• Compliance with ICD-10 coding standards

• Full auditing capabilities and user access logging

• Must support deployment in classified network environments

• Compatibility with FBI-specific security architecture and hardware

f. User Roles & Access

• Role-based access controls (admin, clinician, support, read-only, etc.)

• Multi-factor authentication

• Single Sign-On (SSO) capability using FBI's identity management infrastructure

4. Deployment & Integration

The FBI is interested in understanding:

• Deployment options (on-premise, hybrid, air-gapped S networks)

• Timeframe for initial operational capability

• Required hardware/software dependencies

• Support and maintenance plans, including secure patch management

• Estimated cost for implementation and maintenance

CONTRACTOR QUALIFICATIONS

This RFI is open to all qualified software developers for market research only to request input from potential providers of Electronic Health Records software solutions.

The Government would like to know which firms can provide the EHR 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. Address whether your company has a GSA Schedule and if they are capable of providing these services on schedule. If able to provide the services on schedule, provide the schedule and SIN.

4. Provide evidence that this effort is commercial or non-commercial

5. Provide an estimated cost for this effort

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

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:

CONTEMPLATED REQUIREMENT

The FBI’s primary objectives of this RFI are to:

1. Identify commercial EHR solutions that can operate effectively within both classified and unclassified FBI environments.

2. Understand the technical, security, and operational capabilities of available solutions, including compliance with federal cybersecurity and data privacy standards.

3. Assess vendor experience and suitability in implementing secure EHR systems within federal law enforcement, intelligence, or defense sectors.

4. Determine the feasibility of integrating core EHR functionalities such as scheduling, client documentation, test result management, and secure communication into existing FBI infrastructure.

5. Evaluate deployment models (on-premise, hybrid, cloud, or air-gapped) appropriate for use within a high-security environment.

6. Inform future procurement actions, including the potential timeframe of development of a formal solicitation (e.g., RFP or RFQ) as well as potential implementation of the EHR solution.

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 15.202(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.

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.

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.

RFI SUBMITTAL INSTRUCTIONS:

The Government requests response to this RFI to be submitted via electronic means to the POC outlined below. Any request for clarification to this RFI are due by 07/18/2025 at Noon Eastern Time to ensure a response. The Government reserves the right to decline to respond to any questions that may provide an unfair advantage and/or provided after the clarification due date. Formal responses to the RFI are due by 07/30/2025 Noon Eastern Time. Each submission shall not exceed 15 pages in length, including cover page, table of contents, and any other information. Submit RFI Information via email to the attention of:

Contracting Point of Contact: Brandon James

Email: bmjames@fbi.gov