R616--Records Management RFI
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The Department of Veterans Affairs (VA), specifically the Veterans Health Administration (VHA), has issued a Request for Information (RFI) for Records Management services. This RFI seeks to gather information from qualified vendors to inform the development of a long-term strategic solution for the disposition, modernization, and cost-effective management of approximately 1.8 million cubic feet of analog health records currently stored at the VA Records Center and Vault (RCV) in Neosho, Missouri. This is for planning purposes only and is not a solicitation. Responses are due February 02, 2026.
Scope of Work
The VHA is interested in vendor capabilities to support one or more of three records lifecycle management options:
- Option 1: Physical Records Transfer: Moving records to an offsite National Archives and Records Administration (NARA) Federal Records Center or a Commercial storage facility.
- Option 2: Digitization and EHR Integration: Digitizing records and integrating them into the Federal Electronic Health Record (EHR) system, either by the contractor or VHA employees.
- Option 3: Digitization and Cloud Archival: Digitizing records and storing them in archived cloud-based storage (not EHR-integrated). Vendors should detail their technology, services, pricing, and provide examples of experience with large federal records digitization projects. Technical aspects include secure logistics, NIST-compliant platforms, and metadata solutions.
Contract & Timeline
- Type: Request for Information (RFI) / Sources Sought
- Set-Aside: All socioeconomic categories are encouraged to respond, with a special emphasis on Service-Disabled Veteran-Owned Small Businesses (SDVOSB) and Veteran-Owned Small Businesses (VOSB) (VetCert verified). Vendors with prior experience in large federal records digitization or NARA-compliant storage solutions are also encouraged.
- Response Due: February 02, 2026, by 5:00 PM ET.
- Published: January 20, 2026.
Evaluation
This RFI is exploratory in nature. Responses will be used for market research to inform the development of a comprehensive solution. The government does not intend to award a contract based on this RFI.
Additional Notes
Vendors are requested to provide Rough Order of Magnitude (ROM) cost estimates for proposed solutions, including per-box/per-page digitization, transportation, commercial storage, EHR ingestion, and cloud storage costs. Optional information regarding scalable, enterprise-wide digitization and indexing solutions for national VHA facilities is also welcomed. Responses should be submitted via email to Deidre.Parker@va.gov and Lindsay.Gray3@va.gov, with a subject line of "Health Record Staging, Transportation, and Storage-RFI 36C10G26Q0029" and a 5 MB email file size limit.