Records Management System - RFI.pdf

First Responder Network Authority (FirstNet Authority) Chief Procurement Office

Request for Information (RFI)

Records Management System

1. INTRODUCTION

This Request for Information (RFI) is being issued to help the First Responder Network Authority (FirstNet Authority) better understand systems capabilities and features, activities required by the Government, best practices, as well as vendor demographics and contract structure related to procuring a Records Management System.

This is not a request for proposal, request for quotation, or an invitation for bid, nor does its issuance obligate the Government to an eventual acquisition. All information received from this RFI will be used for market research purposes only. The Government does not intend to make any award based on responses to this RFI nor otherwise reimburse vendors for the preparation of any information submitted or Government use of such information. Acknowledgement of receipt of responses will not be made, nor will respondents be notified regarding the outcome of the information received. All submissions become Government property and will not be returned.

2. BACKGROUND

The FirstNet Authority is a Government bureau charged with the responsibility to ensure the building, deployment, and operation of a Nationwide Public Safety Broadband Network (NPSBN) designed to meet the information and communications technology needs of first responders and public safety users. The FirstNet Authority is an independent authority within the National Telecommunications and Information Administration (NTIA), within the Department of Commerce (DOC).

The National Archives and Records Administration (NARA) is the government agency charged with the preservation and documentation of government’s records. The Office of the Chief Records Officer develops guidance on creating, managing, and disposing of Federal records in all media. The office also develops Federal records management standards. 44 U.S.C. chapter 31 requires agencies to establish and maintain an active, continuing program for the economical and efficient management of the records of the agency. The program requires compliance with sections 2101‐2117, 2501‐2507, 2901‐2909, and 3101‐3107, of title 44 and the regulations issued under them.

The FirstNet Authority is investigating the Records Management market to determine if records management solutions can meet the specific needs of the agency outlined in section 4.3 below (NOTE: vendors must provide detailed description for requirement 2 under section 4.3).

The current state of records at FirstNet is as follows:

File Records are mixed with non‐records in the same folders on SharePoint and MS Teams; there are no naming conventions for files or folders.

Many records are still being identified for each records series based on the approved records schedules.

There are no content type, metadata, or taxonomy defined or applied.

Many document dates on SharePoint are incorrect due to copy/paste, and therefore not reliable as a source for retention period.

Records in texts, social media, and blogs are not managed using a software.

FirstNet has an approved agency Records Control Schedule from NARA and it also utilizes the General Records Schedule.

Current records volume is less than 1 million but there are over 150 Records series categories.

There is only one Full‐Time RM resource.

3. RFI INSTRUCTIONS

Responses shall be submitted in Microsoft Word or PDF format and should not exceed four (4) pages, including attachments, with font not smaller than 12 pt. The attachment should include a comprehensive product/service offerings sheet, with pricing, if available.

Responses are to be submitted via e‐mail to Andrew.Greenfield@FirstNet.Gov no later than October 15, 2021 @ 3pm Eastern Time. If there are questions, please submit them to Andrew.Greenfield@FirstNet.Gov by October 08, 2021 @ 3pm Eastern Time. Please use Attachment A – Question Template when submitting questions.

4. RFI TOPIC AREAS

4.1: Vendor Demographics

The FirstNet Authority is interested in understanding the profile of the companies responding to this RFI.

Responses shall include:

1. Name and address of the company;

2. Name, title, and telephone number of the primary point of contact;

3. Number of years of corporate experience;

4. Number of federal government client who have implemented your records management solution

5. DUNS Number and primary NAICS code;

6. Business classification / socioeconomic status (ex. Small, 8(a), HUBZone, etc.)

7. Listing of any schedules / government wide acquisition contracts (GWACs) you hold for the requested services and appropriate contract numbers.

8. If a single COTS solution is not able to cover all desired capabilities/requirements, FirstNet is amenable to teaming arrangements. Please describe the teaming required.

4.2: Records Management Solution Offerings

For each of the relevant Records Management services you offer, please provide the following information:

1. Product/service name;

2. Product/service information or general description;

3. Product/service specifications;

4. How is this product/service sold to Government customers? Can you the Government purchase your solution off GSA, NASA SEWP or any other Government‐Wide Contract Vehicle?

5. Are you FedRAMP certified?

6. Please describe the level of Implementation that would be required.

7. If possible, please provide ROM cost of the solution.

4.3: Records Management System’s Capabilities

For each of the relevant products/services you offer, describe the extent to which the following capabilities are available:

NOTE: please read the current state in section 2 above

1. Ability to integrate with SharePoint for in‐place records management and satisfy requirement #2 below.

2. Ability to auto classify records with minimal upfront work by users. Vendors must define, in general terms, the nature of the minimal upfront work. This EXCLUDES work such as categorizing records on SharePoint, creating and applying taxonomies, controlled vocabularies, metadata, keywords, etc.

3. Ability to apply automatic retention rules to the identified records based on approved retention schedules; explain how the retention and/or disposition rules are constructed.

a. Solution must include strategy for handling Permanent records

4. Out of the box support for managing records in:

a. Structured Data

b. All Email

c. All Text Messages

d. All Instant Messages (Teams chats)

e. Social Media

5. REFERENCES

44 U.S.C.

18 U.S.C.

36 CFR

41 CFR

NARA Bulletins

Directive M‐19‐21

OMB Circular No. A‐130

General Records Schedules