RFI - Customer Relationship Management (CRM).docx

REQUEST FOR INFORMATION

The Executive Office of the President (EOP) Office of Administration Information Technology (OAIT) is seeking information from industry to assist with the planning, development, deployment, and support of a new requirement for a Customer Relationship Management (CRM) solution to collect, manage, and share business, political, and governmental customer relationship data.

THIS IS A REQUEST FOR INFORMATION (RFI) NOTICE ONLY. THIS IS NOT A REQUEST FOR PROPOSALS (RFP). NO SOLICITATION IS AVAILABLE AT THIS TIME.

1.0 DESCRIPTION OF PROCUREMENT

EOP OAIT is issuing this RFI to identify a solution for a more efficient and structured way for customers to collect, manage, and share business, political, and governmental customer relationship data.

2.0 SCOPE OF EFFORT

OAIT seeks an open-source Customer Relationship Management (CRM) solution that shall be deployed on-premises on the Presidential Information Technology Center (PITC) network for use by EOP staff members. The scope of effort includes a recommendation for a software solution and its deployment to include architecture, system requirements, installation, configuration, source system integrations, testing, training, and ongoing support of the proposed solution.

The proposed CRM solution must meet the following minimum requirements:

a) Must be open source and deployable on-premises, air gapped environment (no connection to the open internet).

b) Bulk upload:

a. Bulk upload a spreadsheet that matches template (i.e., first time onboarding).

b. System recognizes existing records and updates them if needed, or adds new ones.

c) Add contacts:

a. Capture a new person, organization, contact, tags, or metadata.

b. Structure contacts to maintain customer data.

c. Connect a contact to an organization.

d) Add and manage an interaction:

a. Capture a new interaction with key information for a person or organization from anywhere (i.e., mobile device friendly).

b. Ability to add engagement data to a person record with clear call-to-action.

i. Includes label, relationship, and notes with context.

e) Structured labels and metadata:

a. User creates tags with group-specific visibility and permissions.

b. User removes tag from view—global (as an option) or local (on a person record).

c. Tags are reusable across people records.

f) Simple search and discovery:

a. Fast global search across all standard CRM objects with relevant result ranking.

b. Fast and easy to access search.

c. All metadata is indexed and returned to match search queries.

d. Fuzzy and precise search.

e. Contact visibility is scoped to user-specific group, e.g., IGA (Office of Intergovernmental Affairs), OPL (Office of Public Liaison), OLA (Office of Legislative Affairs).

g) Dynamic, user-defined dashboards and reports:

a. Role-based dashboards that adapt to user permissions.

b. User-generated reports.

c. Understand "Weekly calls made."

d. Reports can be filtered or cut by any Contact and Labels.

e. Export a report (e.g., CSV (Comma-Separated Values)) with key metadata in a structured way.

3.0 REQUESTED INFORMATION

OAIT requests the following in the response from industry:

a) Description of Solution – On-premises architecture of the solution.

b) Design of Solution - how system 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).

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

f) Description of a proposed team for the engagement (Labor categories/description/rates).

g) Description of support team for ongoing maintenance.

h) Timeline associated for the proposed strategy for implementation.

i) Acquisition approach for solution – on General Services Administration (GSA) Schedule or other Government-Wide Acquisition Contract (GWAC) procurement vehicles.

4.0 RESPONSE GUIDELINES:

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 December 5, 2025 at 11:00AM ET to Leonardo.I.Acevedo@oa.eop.gov (cc: Franky.M.Awuvey@oa.eop.gov). The email subject line should be "Company Name - RFI Response EOP OA: Open-Source Customer Relationship Management”

5.0 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.

6.0 QUESTIONS:

Questions regarding this announcement shall be submitted in writing by e-mail to Leonardo.I.Acevedo@oa.eop.gov (cc: Franky.M.Awuvey@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 December 5, 2025 at 11:00AM ET will be answered. The Government will not reimburse companies for any costs associated with the submissions of their responses

7.0 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 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.