RFI -Construction and Facilities Engineering Records Management Program.docx

ANL-651 (October 29, 2025)

SOW for Front End Vacuum Chambers and Spool Assemblies RFI for 6-B174-I-05468-00 Request for Information

TITLE: Construction and Facilities Engineering Records Management Program— Administrative and CAD Support Services

DUE DATE FOR SUBMITTAL OF RESPONSE: June 18, 2026, 5:00 PM CT RESPONSES & QUESTIONS SHOULD BE SUBMITTED TO: Maggie Casali

ALL CORRESPONDENCE SHOULD REFERENCE RFI NO. 6-B174-I-05468-00

UChicago Argonne, LLC, operator of the Argonne National Laboratory (ANL) is requesting information (RFI) to evaluate obtaining products or services for planning and informational purposes and any response will be nonbinding. It shall not be used as a proposal and does not commit ANL to pay for any cost for the preparation or submission of any information in response to this RFI. Responses to this RFI may include proprietary or confidential information. The Offeror shall mark any technical data deemed proprietary or confidential on each specific page of the RFI form, otherwise the Laboratory will have unlimited rights of the information provided in request to the RFI. ANL assumes no liability for disclosure or use of unmarked data and may use or disclose such data for any purpose.

Background/Introduction Argonne National Laboratory (ANL) operates an Infrastructure Document Control Center (IDCC) that is responsible for managing construction and facilities engineering records across the full project lifecycle. The IDCC currently supports a wide range of infrastructure, capital, maintenance, renovation, and facilities engineering projects on the ANL campus.

The IDCC performs the following core functions:

· Assigning and controlling unique Project Identification Numbers for all tracked projects

· Managing and tracking projects from initiation through formal project closeout

· Collecting, reviewing for completeness, and retaining all required project closeout artifacts, which include but are not limited to:

· Initial, final, and working design files in PDF format

· Final as-built files in PDF and AutoCAD format

· All files identified on project title pages, including G-series index sheets

· AutoCAD-compliant drawing files using the Argonne-standard title block with required attributes

· All associated X-Ref files

· Detailed fabrication and assembly drawings where applicable

· Project proposals including Project Initiation Packages (PIP)

· Preliminary and final design results

· Safety and environmental impact analyses

· Signed final construction specifications

· Technical, cost, and schedule documentation

· Equipment specifications

· Construction completion reports

· Final inspections and acceptance reports

· Operating and maintenance manuals

· Warranty information

· Documents assigned document control numbers

· Daily logs, drawings, emails, forms, incidents, inspections, meetings, observations, photos, punch lists, RFIs, specifications including issue-for-bid drawings, submittals, and transmittals

· Publishing finalized and approved records to a shared repository accessible to authorized ANL users

· Managing, tracking, and maintaining AutoCAD engineering drawing files, including as-built record drawings for ANL infrastructure and facilities

ANL currently does not have a dedicated CAD designer or engineer on staff within the IDCC to support drawing updates, as-built production, and redline incorporation. As the volume of project closeouts and drawing update requests continues, ANL is exploring the potential to outsource both the administrative records management function and the AutoCAD drawing update and maintenance function to a qualified external provider.

This RFI is issued to gather information from industry to help ANL evaluate the availability of qualified service providers, understand current industry capabilities and best practices, and inform the development of a future solicitation.

Objective

· Engage industry to determine how the administrative records management and CAD drawing support scope described herein could be successfully delivered by an experienced external provider

· Gauge the level of technical expertise, staffing capability, and relevant experience available among potential offerors for both records administration and AutoCAD drawing services

· Determine whether offerors can support both administrative and CAD functions as a combined service or whether these represent distinct service categories requiring separate providers

· Gauge schedule availability and transition readiness among potential offerors

· Determine budgetary cost ranges to support ANL planning for a potential future solicitation

· ANL is also seeking information on best-practice approaches and possible solution options for internal records storage and user access.

· Obtain industry input regarding best-practice approaches, tools, and service models for storing, organizing, governing, and sharing construction and facilities engineering records internally for authorized ANL users

Section 1: Company Information Company Name (Offeror):

Contact Name:

Contact Email Address:

Contact Phone Number:

Section 2: Statement of Work or Technical Requirements

2.1 Project Identification and Intake Administration

· Receive and process requests for Project Identification Numbers from ANL project managers, facility owners, and requestors

· Maintain a controlled, authoritative project master log with no duplicate numbers and full metadata tracking

· Capture required project metadata at intake, including requestor, project description, facility or building, discipline, organization, and project type

· Apply standardized project classification and naming conventions consistent with ANL requirements

2.2 Project Closeout Coordination and Tracking

· Maintain tracking of projects upon assignment of a Project Identification Number, and upon engagement of the formal closeout process, track required closeout documentation through completion of Document Control Center activities

· Maintain and apply standardized closeout checklists by project type, referencing all required artifact categories listed in the Background section

· Monitor receipt of required closeout documentation and identify outstanding deficiencies

· Communicate with project managers, contractors, and other stakeholders regarding missing or noncompliant submissions

· Manage closeout aging and flag overdue items for escalation

· Support the formal closeout acceptance review process

2.4 Records Repository Management and User Access

· Publish finalized and approved project records to the designated ANL shared repository upon closeout acceptance

· Apply consistent folder structure, naming conventions, metadata, and indexing to all published records

· Ensure published records are accessible, searchable, and clearly identified as official record copies

· Maintain separation between active working records and officially published repository records

· Support authorized ANL user access and records retrieval requests

2.5 AutoCAD Drawing Management and Update Services

· Maintain the official record of ANL infrastructure and facilities engineering drawings in AutoCAD format

· Receive, interpret, and incorporate approved redlines and field markups into updated CAD drawings

· Produce updated as-built drawings accurately reflecting final field conditions at project closeout

· Validate all CAD deliverables for compliance with ANL CAD standards, including title block and attribute requirements, layer naming conventions, X-Ref configuration, file naming, and file packaging requirements

· Deliver both native CAD and PDF output formats as required

· Maintain documented revision history and change log for all updated drawings

· Package and submit final CAD deliverables for closeout inclusion and repository loading

· Coordinate with ANL engineering, project management, and IDCC staff for technical clarification

Note: Outsourced CAD support is expected to perform drafting and drawing update functions. Engineering review, acceptance, and record release authority remains with ANL.

2.6 Records Governance and Compliance

· Apply and maintain standardized records classification, naming conventions, metadata schemas, and taxonomy consistent with ANL requirements

· Align records retention practices with applicable ANL policy, regulatory, and operational requirements

· Maintain version control and auditable history of all records actions including submission, review, approval, and publication

· Protect official final records from unauthorized modification

· Support audit and inspection readiness

2.7 Reporting and Metrics

· Provide regular operational reports covering the following metrics at minimum:

· Number of Project Identification Numbers issued per period

· Active projects by status

· Projects pending closeout and closeout aging

· Average closeout cycle time

· Number of incomplete closeout packages and deficiency rates

· Number of records published per period

· Drawing update backlog and CAD turnaround time

· QC rejection rates and deficiency categories

· Provide exception reports, backlog reports, and workload dashboards as needed to support ANL management visibility

2.8 Standard Operating Procedures and Knowledge Management

· Develop and maintain written standard operating procedures, work instructions, submission guides, and checklists covering all program functions

· Provide cross-trained staffing to ensure continuity

· Support transition planning, onboarding, and knowledge transfer at program initiation

· Maintain governance documentation for all workflows

2.9 Internal Records Storage, Access, and Information Sharing ANL requires capabilities and supporting service for internal storage, organization, governance, retrieval, and sharing of construction and facilities engineering records for authorized ANL users.

· Organization of official project records and drawing records within a centralized internal repository

· Secure internal access for authorized users

· Effective search, retrieval, and discovery of project documents and drawings

· Clear distinction between active working files and official record copies

· Application of metadata, taxonomy, naming conventions, and indexing standards

· Role-based permissions and access controls

· Long-term retention and archival access for engineering and construction records

· Version control, auditability, and protection of final records

· Integration of document and drawing access with existing organizational tools or enterprise platforms, as appropriate

· Improved usability, consistency, and accessibility of records for internal stakeholders

Section 3: Technical Capabilities Questions

3.1 Can your organization provide the full scope of administrative records management services described in Section 2, including project number administration, closeout coordination, document QC, and repository management? If not, which elements can you provide and what are the gaps?

3.2 Can your organization provide AutoCAD drawing update and as-built maintenance services as described in Section 2.5? Please describe your team's CAD qualifications, software platforms used, and experience with facilities and infrastructure record drawings.

3.3 Can your organization provide both the administrative records management function and the AutoCAD/CAD services function as a combined, integrated service offering? If not, how would you propose to structure or coordinate those functions?

3.4 Do you have experience supporting construction and facilities document control programs in government, national laboratory, higher-education, or similarly regulated or security-conscious environments? Please describe relevant experience.

3.5 What quality assurance and quality control processes does your organization apply to both administrative records functions and CAD deliverables? Please describe your QC methodology and how you manage and track deficiencies.

3.6 Are there aspects of the described scope that you anticipate would present significant operational, technical, or staffing challenges? If so, please describe the challenge and how you would propose to address it.

3.7 Are there elements of the described scope that, if performed by ANL in-house or structured differently, would meaningfully reduce cost, delivery time, or risk?

3.8 What technology platforms, tools, or systems does your organization use to support document control, records management, and CAD drawing management? Are these platforms compatible with typical federal laboratory or government environments?

3.9 What value-added capabilities, industry best practices, or innovations could your organization bring to this program that would enhance performance beyond the baseline requirements described?

3.10 What information, access, or ANL-provided resources would your organization require to successfully perform this scope? Please identify any major dependencies.

3.11 Based on your experience, what are the recommended best practices for storing, organizing, governing, and sharing construction and facilities engineering records internally within an organization such as ANL?

3.12 What repository structures, metadata approaches, access controls, and user-access methods do you recommend to improve internal findability, accessibility, and governance of official project records and CAD drawings?

3.13 If your organization offers advisory, implementation, or managed services related to internal records repositories or document access solutions, please describe those capabilities and how they could apply to ANL's environment.

Section 4: Schedules - Rough Schedule for Delivery

4.1 What is your organization's estimated timeline to mobilize and begin performing administrative records management services from a contract award date?

4.2 What is your organization's estimated timeline to mobilize and begin performing CAD drawing update services from a contract award date?

4.3 What major dependencies, risks, or external factors could affect your ability to meet a timely program start?

4.4 Please describe your proposed approach to transition, onboarding, and knowledge transfer, including how you would capture current-state workflows, learn existing ANL standards, and ensure continuity of service during transition.

4.5 What staffing model would you propose for this program, including the number of resources, roles, qualifications, and coverage approach for continuity and surge support?

Section 5: Estimate – Budgetary Estimate ANL is seeking rough order-of-magnitude budget information for planning purposes only. Responses are non-binding.

5.1 What is your estimated budgetary range for providing the administrative records management services described in Section 2, on an annual basis? Please describe the assumptions underlying your estimate, including staffing level and scope coverage.

5.2 What is your estimated budgetary range for providing AutoCAD drawing update and as-built maintenance services described in Section 2.5? Please describe whether this is best structured as a time-and-materials, per-drawing, retainer, or other pricing model, and provide associated rate or unit cost information where possible.

5.3 If your organization would provide both services as a combined offering, please provide a combined budgetary estimate and describe any economies of scale or efficiencies achieved.

5.4 Are there program setup, transition, or onboarding costs that ANL should anticipate in addition to recurring service costs?

Section 6: Schedule

PROJECTED SOLICITATION/AWARD SCHEDULE

· Issuance of a Request for Proposal (RFP) based on this RFI is anticipated by September 30, 2026.

· An award package should be issued 3 months after receipt of proposals

*Argonne has the right to cancel or postpone the RFP & Award dates.

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