Document Management Solution

Statement of Work (SOW) / Performance Work Statement (PWS)

The Federal Public Defender – California Eastern District (CAE-FPD) requires a modern Document Management System (DMS) to replace its legacy platform, which reaches End of Life (EOL) on December 31, 2026. The new system aims to modernize document management capabilities and centralize data for improved review and search functions for approximately 75 active users managing around 950,000 documents.

• Platform Requirements: A software-based DMS utilizing metadata for categorization and searchability. Can be on-premises or cloud-hosted (requiring FedRAMP authorization at moderate level or higher, or documented efforts towards it).

• Key Features: Robust full-text search, metadata-based tagging and search with custom fields, automated OCR and indexing, support for various document types (Word, Excel, PDF, emails, images), personal and global saved searches, bookmarking, document versioning with audit trails, versioned recovery, high availability (for on-premises), role-based access control, and offline/remote work support.

• Migration: The solution must provide a supported, repeatable process to migrate current DMS content, folder structures, and metadata. This includes metadata preservation, document integrity, audit logging for migration, staging/rollback capabilities, and bulk/incremental migration support.

• Training: Vendor shall provide end-user training, tailored to CAE-FPD's use case, with options for remote or onsite sessions.

• AI Features: If AI features are included in on-premises offerings, they must have a toggle to be globally disabled if not FedRAMP authorized. For cloud solutions, CAE-FPD data must not be used for training AI models for other organizations.

• Support: Technical support via phone, email, and web portal (8x5 for standard requests with max 8-hour response; 2-hour response for critical incidents).

• Training Portal: A web-based portal with video tutorials, FAQs, and guides.

• The new DMS must be procured and migrated to by the EOL date of December 31, 2026.

• The system will support two physical office locations.

• Cloud Hosting: If cloud-based, must be FedRAMP authorized at Moderate or higher, with all government data residing and processed within FedRAMP boundaries.

• Licensing: Preferred active user-based licensing, allowing departed user accounts to remain for historical/audit purposes.

• Hardware: On-premises components must run on government-provided hardware meeting vendor requirements.

Request for Information (RFI)

This RFI is issued by the Federal Public Defender – California Eastern District (FPD) for planning purposes only to conduct market research. The FPD is seeking to determine the availability of qualified contractors capable of providing a Document Management System (DMS) to replace their legacy system, which reaches end-of-life on December 31, 2026. The goal is to modernize document management, centralize data, and improve review and search functions for approximately 75 users managing 950,000 documents (~350GB) across two locations.

• A modern, software-based DMS utilizing metadata for categorization and searchability.

• Solution can be on-premises or cloud-based.

• Cloud-based solutions must be FedRAMP authorized at a moderate level or higher, or demonstrate efforts to achieve authorization.

• Company information (Name, Address, POC, UEI number).

• Confirmation of capability to meet draft SOW requirements.

• Whether a Commercial-Off-The-Shelf (COTS) solution is feasible (modified or custom development).

• Experience and capability to perform the work.

• Firm Fixed Price (FFP) pricing estimates for a 12-month base year and three 12-month option years.

• Proposed CLIN structure.

• Any additional information needed to prepare a proposal.

• Questions and concerns regarding the draft SOW.

• Submit responses via email to Jose Bautista (jose_bautista@fd.org) with a cc to Kyle Cordano (kyle_cordano@fd.org).

• Subject line: "RFI Submission – Document Management System – [Company Name]”.

• Deadline: Friday, March 13, 2026, by 2:00 PM (Eastern).

• Submissions limited to 10 pages or less.

• This RFI is for market research only and does not constitute a solicitation or RFP.

• Responses will not be considered proposals and will not be returned.

• The FPD is not responsible for any costs incurred in responding.

• The government may seek further clarification from capable vendors.

• Provision 2-1 Request for Information or Solicitation for Planning Purposes (JAN 2003) is applicable.