Request for Information: Commercial Off-the-Shelf (COTS) Electronic Records Management (ERM) System
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 Energy (DOE) Office of General Counsel (OGC) is conducting market research through a Request for Information (RFI) to identify Commercial Off-the-Shelf (COTS) Electronic Records Management (ERM) systems. The goal is to procure a NARA-compliant solution to centralize, manage, and ensure the long-term accessibility and integrity of electronic records, particularly for case-related information. This RFI is for planning purposes only and does not constitute a solicitation. Responses are due June 17, 2026, at 12 PM EDT.
Scope of Interest
The OGC seeks an ERM system that adheres to federal records management regulations, including DOD 5015.2-STD, NARA Universal ERM Requirements, and OMB/NARA M-19-21 and M-23-07 directives. Key functional areas of interest include:
- Ingestion & Capture: Support for various sources (network drives, SharePoint, email) and formats, with automatic metadata capture.
- Classification & Metadata: NARA-compliant file plans, retention schedules, and mandatory metadata enforcement.
- Search & Retrieval: Full-text, metadata-based, advanced queries, and reporting.
- Access Control & Security: User authentication (AD/LDAP), role-based access, CUI protection, encryption, audit trails, and immutability.
- Disposition & Transfer: Automation of retention schedules, compliant transfer to NARA, and temporary record management.
- Integration & Interoperability: Integration with Microsoft 365, legal case management systems, and robust APIs (RESTful, GraphQL) for AI tool integration, including authentication, rate limits, and programmatic queries.
- Case Management Support: Central repository for legal case records, workflow support, and optimized search for case-specific information.
- User Experience: Ease of use and Section 508 compliance.
Implementation & Cloud
Vendors should outline their implementation methodology, training, technical support, data migration capabilities, and disaster recovery plans. For cloud-based solutions, information on FedRAMP authorization, infrastructure (AWS, Azure), data residency, and federal agency control/ownership is requested.
Pricing & Submission
The RFI requests details on pricing models (e.g., per user, storage volume, features, subscription vs. perpetual, professional services, maintenance) and factors influencing overall cost. This section is for pricing methodologies, not specific quotes.
Contract & Timeline
- Type: Request for Information (RFI) / Sources Sought
- Set-Aside: None specified
- Published: June 2, 2026
- Response Due: June 17, 2026, at 12 PM EDT
- Issuing Office: Department of Energy, Office of General Counsel (OGC)
Instructions for Responding
Responses should be clear, concise, and limited to 25 pages. Submissions must be sent electronically to kelley.vandecoevering@hq.doe.gov and ellen.baptist@hq.doe.gov. Proprietary information should be clearly marked. No questions will be answered by the government.