Records and Information Management Program

This is a new requirement for services. There are no historical awards or incumbents for these services.

This is a courtesy notice that a Request for Quote (RFQ) is posted to GSA eBuy. The solicitation number is 2031ZB24Q00009 and the GSA RFQ is 1707072. The requirement is set aside for Total Small Business. Information pertaining to the solicitation is available under MAS 518210ERM, Electronic Records Management Solutions only and will be distributed solely through eBuy. No documents will be provided outside of GSA eBuy.

This requirement implements a comprehensive Records and Information Management (RIM) program for the Bureau of Engraving and Printing (BEP). The BEP’s core mission is to design and manufacture high-quality security notes that meet customer’s requirements for quality, quantity, performance, and counterfeit deterrence. BEP relies on computer-based systems to support its core business functions and operations. The business functions are as follows: producing currency and printed securities and supporting processes such as security, procurement, financial management, product accountability, human resources management, engineering, research, product development, and maintenance.

All BEP business functions produce records that must be maintained throughout their lifecycle. Records are comprised of administrative, mission, and policy documents. They have varying degrees of sensitivity from National Security-classified to Controlled Unclassified requirements. Few of the Bureau’s holdings have permanent electronic retention, but several collections must be maintained for decades.

The Bureau has proactively engaged in efforts to enhance the RIM program. Despite dedicated initiative, the Bureau faces limited resources and workforce challenges. The absence of a comprehensive records inventory and accurate counts for digital and paper records reflects the need for additional support in realizing the full potential of the RIM program.

BEP is actively pursuing enhancements to the RIM program and has identified the utilization of modern tools to be integral to this initiative. The Bureau aims to leverage the Microsoft Purview Records Management feature for its Electronic Records Management (ERM) efforts. This strategic choice aligns with our commitment to harness cutting-edge technologies to streamline and modernize our RIM processes.

BEP’s main objective is to enhance and modernize the RIM program. This initiative aims to address existing challenges, establish a robust framework, and transition the Bureau to a fully electronic environment that aligns with the National Archives and Records Administration’s (NARA’s) requirements and industry best practices. The initiative involves conducting a detailed records inventory, implementing an ERM solution that leverages the Microsoft Purview Records Management Feature, completing the digitization process of paper records, and providing staff training.

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the RIM program implementation.

The eBuy solicitation will close 12:00pm (Eastern), on 5 August 2024.