S25-050 Electronic Document Management System Request for Information.docx

S25-050 REQUEST FOR INFORMATION

Electronic Document Management System This Request for Information (RFI) is for INFORMATIONAL PURPOSES ONLY and SHALL NOT be construed as a solicitation or as an obligation on the part of Leidos Biomedical Research, Inc. (Leidos Biomed). All information received will be handled as Proprietary Information. Based on responses, a formal Request for Proposal (RFP) may be issued.

A. Background The Frederick National Laboratory for Cancer Research (FNLCR), a Federally Funded Research and Development Center (FFRDC), currently operated by Leidos Biomedical Research, Inc. (Leidos Biomed) for the National Cancer Institute, is seeking information regarding an electronic document management system (EDMS). The EDMS is intended to control and maintain Facilities, Maintenance and Engineering (FME) Directorate construction project documentation in a central location.

B. Purpose and Intent of RFI Leidos Biomed has requested this project to improve the document control process for FME projects. The new EDMS should enable FME to share, manage and maintain construction project documentation such as RFIs, submittals, drawings and meeting minutes in a central system. The EDMS shall allow for improved collaboration among the project team members (both internal and external) and ensure the team has access to the latest documentation. The EDMS will also allow reporting across projects for the purposes of lessons learned and tracking metrics.

Initially, the EDMS will be utilized solely for FME projects. However, in the future, the desire is to expand the use of the EDMS to include other directorates within LBR, as well as other tools the EDMS may offer to improve reporting and communication with NCI.

C. Project Details/Objectives Currently, FME primarily utilizes email as the tool for collaborating between construction contractors and the Leidos Biomed team. The Leidos Biomed team always includes in-house engineering team members, but specific projects may also include outsourced architectural/engineering (A/E) support. Microsoft Teams is also utilized for holding meetings and, occasionally, collaborating on documents. In addition, specific projects may utilize document management tools provided by the construction contractor or A/E. Having the EDMS available would improve communication and efficiency in collaboration within the project team. In addition, it would ensure that project documentation is controlled and retained by Leidos Biomed.

Project documentation is currently being saved in work order folders for each project on a Leidos Biomed server. Searching for specific project documentation takes time, depends on where files are saved within the folders and there is not an efficient way to search through the project files. Having an EDMS available would improve efficiency in saving, maintaining and being able to search project documents.

D. Information Requested Leidos Biomed requests information on the topic(s) shown below. This RFI is not limited to these questions, and any additional input is welcome.

1. Describe the EDMS capabilities provided by the product with special attention to the application of the EDMS for construction project related activities.

2. Describe the EDMS product’s information security architecture and any associated accreditations, e.g., FedRAMP, SOC II, SAS 70.

3. Does the product support SAML 2 integration for MFA?

4. Describe additional modules and capabilities that allow expansion of the product toward supporting additional A&E, construction and facility maintenance.

5. Describe typical integration with the product in customer environments, e.g., scheduling (Primavera), drawing/CAD, subcontractor BID management, ERP (Deltek Costpoint), Maximo, BI tools, ITSM tools (ServiceNow).

6. Can the software perform schedule/cost analysis? Ex., cash flow analysis/reporting.

7. Is the software web/cloud based? Server based? If server based, does it have a web interface?

a. Is the product FedRAMP authorized?

b. Are there storage limits?

c. Is there a maximum file size that can be uploaded?

8. What are the user licensing requirements/cost? Individual or group license?

9. US based support and training available?

10. Does the software have role-based access controls to help manage who can see what information?

11. Is the software accessible by both desktop computers and mobile devices, including Apple, Windows and Android operating systems?

a. What browsers are supported?

12. Is the software compatible with any 3D design software allowing for a model to be uploaded and reviewed within the software?

13. Is the software interface configurable? I.e., can fields be added and show up in the interface, can unnecessary fields be turned off to not show up?

14. Are reports customizable? Ex., can columns be moved around, fields added or deleted?

15. Does the software support version control? Ex., a drawing is uploaded and then later a new version of the drawing needs to be uploaded. Can the software save both and clearly indicate the latest version?

16. What is the level of effort for maintaining the software after initial setup? I.e., adding new projects, adding new personnel to security groups, further customization.

A demonstration of the EDMS product is requested as part of the response and will be scheduled, at a later date, to be held in FME’s offices on Fort Detrick in Frederick, Maryland.

E. Submittal Information Respondents must include the following information when responding to this RFI:

A thorough response to items identified in Section E. above.

Provide company name, physical address, point of contact name and e-mail address.

Specific questions about this RFI may be directed to Cody Wenner, at cody.wenner@nih.gov by COB, on 12/19/2026.

SUBMISSIONS MUST BE E-MAILED TO Cody Wenner, at cody.wenner@nih.gov by COB, on 1/9/2026.

P.O. Box B, Frederick, MD 21702-1201 • 301-846-1000 A subsidiary of Request for Information Page 1 of 2 Rev. November 2024 P.O. Box B, Frederick, MD 21702-1201 • 301-846-1000 A subsidiary of Request for Information Page 1 of 2 Rev. November 2024 image2.png image1.png