Request for Information_EOP-OA-RFI-2026-09.pdf

EOP-OA-RFI-2026-09

REQUEST FOR INFORMATION (RFI)

The Executive Office of the President (EOP) Office of Administration Information Technology (OAIT) is seeking information from industry to assist with the planning, configuring and deployment of an internal e-commerce and inventory system for office supplies.

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

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

A. Description of Procurement EOP OAIT is issuing this RFI to identify a suitable software solution, and its implementation steps, to make ordering, approval, and management of office supplies faster and more efficient for customers and administrators.

B. Purpose of the RFI This RFI is for information and planning purposes only and does not constitute a request for quote or a commitment to issue one in the future. The Government will not pay for any costs incurred by respondents to this RFI. Not responding does not prevent participation in any future solicitation.

C. Scope of Work / Requirements OAIT seeks a solution for an e-commerce capability for the ordering supplies using either a cloud Software as a Service (SaaS) subscription solution or an on-premise application in a Kubernetes containerization format for use strictly by EOP staff members. 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.

The proposed Customer Relationship Management (CRM) solution must meet the following minimum requirements:

a) Single ordering channel per component (20): All supply requests for a component are placed, approved, and tracked within individual channels (and all channels together for admins).

b) Enforced spend controls: Per-product maximum quantity per order per day is enforced at the point of add-to-cart, with overrides available by Approver or Admin.

c) Documented justification for every expenditure: Add justification stating intended use and benefit to the Federal Government.

d) Accountable approval with funds certification: Every order is approved or denied by a named component approver.

e) Accurate delivery routing: Accept structured delivery data (recipient, division, building, floor, room, phones) with desk-delivery instructions. The system either remembers previously entered office coordinates or populates it from Entra ID fields.

f) Full order audit trail: For Requesters, Approvers, Admins: order number, on-behalf-of party, order date, approver, decision, decision date, denial reason, and delivery date are retained and viewable in Order History. For Admins: date items were added to the inventory catalogue, its price, who entered/change the item/price. A structured CSV can be downloaded by users.

g) Inventory and Users: Support an ordering list of 500 unique items for 1,000 non-named users with ~400 average monthly orders.

h) Security: Role-based access control system with Single Sign On (SSO), US-based servers.

Sample use cases of system usage:

o Requester & Notification Jane searches for "paper", selects a product, reviews image of the product, chooses quantity 3, adds it to cart, continues shopping, adds pens, checks out, selects Name (self or other)/Component’s Office and either types or system populates Building 2 /Floor 3 / Room 305/Phone numbers, enters delivery instructions and justification, and submits. Requester and Approver get an email about this order.

o Approval routing & Notification The system identifies Jane's component and automatically sends the request to that component's Approver. The Approver approves it, and it is automatically forwarded to the Supply Store. Supply store gets an email about this order. Supply Store updates status of the delivery, the Requester gets an email.

o Restrictions Product X has a limit of 2 units per order. Jane cannot order 3. John, however, has an administrative exemption and can order 10. Per-product maximum quantity per order per day is enforced at the point of add-to-cart, with overrides available by Approver or Admin.

o Reporting Approver or Admin selects "Component B + January–June 2026" and obtains a report showing requester, date, order number, products, quantities, account string, approval status and order status, and downloads it to Excel. Requester can see their own orders only.

o Auditing Admin adds or updates a product, quantities, or price. All admins can see who did what in the inventory catalog.

D. Requested Information OAIT 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.

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

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

g) Acquisition approach for solution: on GSA Schedule or other Government-Wide Acquisition Contract (GWAC) procurement vehicles.

E. Instructions for Responding 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. The System for Award Management (www.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 than September 24, 2026 at 11:00 AM EDT to Travis.T.Kelson@oa.eop.gov (cc: Jeanniene.C.Warner@oa.eop.gov). The email subject line should be "RFI Response: Internal eCommerce and Supply Inventory".

F. 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.

G. Questions Questions regarding this announcement shall be submitted in writing by e-mail to Travis.T.Kelson@oa.eop.gov (cc: Jeanniene.C.Warner@oa.eop.gov). Verbal questions will NOT be accepted. Answers to questions will be posted to www.SAM.gov. The Government does not guarantee that questions received after September 17, 2026 at 11:00 AM EDT will be answered. The Government will not reimburse companies for any costs associated with the submissions of their responses.

H. Confidentiality If a response contains confidential information, it must be marked on a cover sheet, headers/footers, and specific lines/paragraphs. Unmarked information may be disclosed under the Freedom of Information Act.

I. Evaluation Criteria Responses will be reviewed for information and to inform future acquisition strategy. While not scored, criteria considered include technical capabilities, experience, ability to operate at scale, understanding of security requirements, and the feasibility of the implementation plan.

J. Clarifications and Updates Any updates will be posted on www.SAM.gov. It is the responsibility of interested parties to monitor this location.

K. 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 http://www.sam.gov/ mailto:Travis.T.Kelson@oa.eop.gov mailto:Jeanniene.C.Warner@oa.eop.gov mailto:Travis.T.Kelson@oa.eop.gov mailto:Jeanniene.C.Warner@oa.eop.gov http://www.sam.gov/ http://www.sam.gov/ 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.