NARA RFI - Security Clearance Tracking System.pdf

NATIONAL ARCHIVES AND RECORDS ADMINISTRATION

REQUEST FOR INFORMATION

Security Clearance Tracking System

1.0 Introduction

The National Archives and Records Administration (NARA) is an independent Federal agency that helps safeguard and preserve our nation's history by overseeing the management of all

Federal records. The stories of our nation and our people are told in the records and artifacts cared for in NARA facilities around the country and people can discover, use, and learn from this documentary heritage. The mission is to ensure ready access to essential evidence that documents the rights of American citizens, the actions of Federal officials, and the national experience.

NARA issues this Request for Information (RFI) to obtain technical information about

Commercial Off the Shelf (COTS) or Government off the Shelf (GOTS) Software as a Service

(SaaS) systems/solutions that can be utilized to track and manage security profiles for approximately 10,000 individuals. In support of NARA’s mission, the Personnel Security office is responsible for administering the adjudication process of security background investigations and clearances for potential employees, contractors, interns, volunteers and foundation employees. Once an individual is cleared, the Personnel Security Office continues to monitor, manage and track their security information as it applies to the person and Trusted

Workforce 2.0 guidance.

This RFI is intended strictly for market research. It is issued for information and planning purposes only and does not constitute a solicitation. Potential solutions presented may or may not lead to a solicitation. Any decision to proceed with a solicitation would be based, in part, on available funding.

NARA is a small agency with limited internal IT development and systems engineering resources, so we are interested in solutions that:

▪ Focus on small to mid-sized organizations;

▪ Do not require extensive technology configuration and integration efforts; and

▪ Can easily fit into NARA’s architecture and meet its requirements.

2.0 Description/Objective

NARA’s staff are distributed across more than 40 separate duty stations around the country, and each individual is required to have some level of security profile, necessitating a robust tracking solution. The Office of Human Capital is responsible for establishing and maintaining this system, however, the system is utilized across several offices to streamline visitors from agencies across the federal, state, and local government and ensure appropriate access is granted in the interest of national security. NARA requires a software solution that provides effective integration with NARA’s existing Google office and email suite to facilitate the centralization of

88310325RFI0005, Security Clearance Tracking System communication and notification functions.

NARA currently uses Tyler Entellitrak to serve as its Security Clearance Tracking System. The current contract is expiring in June of 2026, and NARA is conducting market research to identify potential Commercial Off the Shelf (COTS) or Government Off the Shelf (GOTS) Software as a

Service (SaaS) products and emerging technologies in the market that can meet the agency's primary objectives, as well as address several operational challenges. For example, in order for the Personnel Security team to update profiles, clearances, or visitor requests, they currently have to generate email notifications separate from the Security Clearance Tracking System which is not ideal. Additionally, with Trusted Workforce 2.0, and a continually changing security environment, the ability to run reports with ease is mandatory. Therefore, NARA requires a system that is intuitive and user friendly. The tools must meet all Federal statutory guidelines and requirements as issued by OPM, ODNI and any Trusted Workforce 2.0 guidance, and be able to adapt with new federal regulations. While NARA is in the process of developing its detailed technical and functional requirements, the following are high-level objectives for its required Security Clearance Tracking system:

● Ensure that NARA Personnel Security can maintain the security profiles of around 10,000 individuals without interruption. The current system performs periodic data backups and is available 24x7x365 days a year with an operational availability of 99.99%.

● Ensure that the solution integrates with the Google and/or Microsoft Office suites;

or works with DISS and CVS/PIPS for streamlining separate correspondence.

Currently, NARA’s primary office suite for email collaboration is Google

Workspace, but the agency also has the Microsoft Office 365 Government G3/G5 plan. Therefore, vendors are encouraged to offer solutions which are platform agnostic or interdependent.

● Ensure that the solution enables the personnel security team to adjudicate and issue clearances in a timely manner conducive to Trusted Workforce 2.0 objectives and the interest of national security.

● Generate monthly, quarterly and annual reports that are user friendly and accurately reflect clearance data information.

3.0 Response Instructions

3.1 Content

Interested and capable vendors should respond detailing the following:

● Identification of COTS/GOTS SaaS products/services that can meet NARA’s objectives defined above. NARA is particularly interested in products and tools that can meet its objectives with minimal configuration.

● Comments or recommendations on the most suitable acquisition approach for this type of requirement, along with a Rough Order of Magnitude (ROM) Cost estimate for the different components of any identified solutions to include licensing, maintenance, technical support and any professional services that should be considered as part of any new system implementation.

● Indicate whether your product is commercially available or is on the General Services

Administration Federal Supply Schedule or other Governmentwide Acquisition Contract

(GWAC).

● Indicate whether your product has been implemented and is currently in use at any other

Government agencies and include the anticipated implementation timeframe for deploying the system to NARA.

● Indicate the FedRAMP authorization status, and whether the SaaS is IPv6 and 508 compliant.

● Briefly describe your company, products and services, history, ownership, financial information, and other information you deem relevant. Provide points of contact, company address, phone/fax number, email, website, and business size and type (i.e.

large business, small business, small disadvantaged business, HUBZone small business, woman-owned small business, service-disabled, veteran-owned small business).

*Include any appropriate copyrighted, patented, trademark, or sensitive information markings.

3.2 Due Date

Each RFI response should be e-mailed to the Point of Contact listed below. The subject of the email should be “Security Clearance Tracking System RFI Response (88310325RFI0005)”.

Responses to this RFI should be received by 2:00 PM ET on October 10, 2025.

4.0 Disclaimer

This RFI is issued for information and planning purposes only and does not constitute a solicitation. The Government does not intend to award a contract on the basis of this RFI or to otherwise pay for information received in response to this RFI. All information received in response to this RFI that is marked “Proprietary” will be handled accordingly. Responses to the

RFI will not be returned. Information provided in response to this RFI will be used to assess tradeoffs and alternatives available for determining how to proceed in the acquisition process and may lead to the development of a work statement. Responders are solely responsible for all expenses associated with responding to this RFI.

5.0 Industry Engagement

NARA may choose to engage with responders. However, such engagement is intended to clarify aspects of the response.

6.0 Point of Contact

Kevin Monahan, Kevin.Monahan@nara.gov