Request for Information (RFI) for Enterprise Governance, Data Tagging, and Records Management Solution for Microsoft 365

Questions & Answers / Clarifications

This document provides answers to vendor questions regarding RFI-ARMY-DTSPO-2026-0420, clarifying aspects of the requirement.

• Place of Performance: Primarily remote (CONUS-based), with potential for some work/travel to Ft. Huachuca, Arizona.
• Solution Model: The government will evaluate both single COTS platform providers and integrated solutions combining multiple tools.
• Integration Requirements: Solutions must integrate with MS Purview & SharePoint. The intent is to expand on and enhance native Microsoft 365 capabilities.
• Scope of Services: Responses should include details for implementation, configuration, and sustainment services, not just the software solution.
• Architecture: Both single COTS platforms and composable architectures integrating multiple capabilities are acceptable.
• Data Risk Mitigation: Vendors should detail methods to reduce the risk of unintended data exposure, such as Zero Vendor Access models, due to potentially sensitive data (PII/PHI).
• Small Business Participation: The acquisition strategy, including potential small business set-asides, has not yet been determined and will be informed by RFI responses.

These clarifications provide essential details for vendors to refine their understanding of the technical requirements, scope of services, and architectural preferences for the opportunity. The government has not yet determined the acquisition strategy regarding small business participation.

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

This document outlines the requirements for a non-personal services contract to provide capabilities for Data Management, Records Management, and Workspace Management to the Army. The goal is to manage a large volume of work product across various workspaces, ensuring data protection, efficient data management, and compliance with Federal Records Management obligations.

• Provide personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other necessary items to perform services as described.

• Deliver software capabilities supporting Data Management, Records Management, and Workspace Management.

• Provide software, licenses, installation, and technical support.

• Support Delegated Administration aligned with Army hierarchical structure.

• A Quality Control Plan (QCP) must be developed and maintained by the Contractor to ensure services meet PWS requirements.

• The Government will evaluate performance based on a Quality Assurance Surveillance Plan (QASP).

• Specific performance standards, acceptable quality levels (AQLs), and methods of surveillance are detailed in Technical Exhibit A (Performance Requirements Summary).

• Not explicitly detailed in the provided sections, but the document references "Insert the location city and place of performance" in section 1.5.6.

• Quality Control Plan (QCP): Must be submitted for review and acceptance within a specified timeframe after award.

• Security Requirements: Includes personnel security clearance requirements, installation access control, background checks (for CONUS and OCONUS), and key control procedures.

• Training: Requirements for Anti-Terrorism (AT) Level I Training, OPSEC Training, iWATCH Training, Information Assurance (IA) Training, and Personally Identifiable Information (PII) training.

• Environmental Compliance: Adherence to USAG Wiesbaden's environmental policy, hazardous material handling, spill prevention, and waste disposal.

• Government Property: Details on Government-furnished property and services, including facilities, utilities, equipment, materials, and training.

• Contractor Furnished Items and Services: Outlines contractor responsibilities for personnel, equipment, materials, and vehicles.

• Specific Tasks: Detailed requirements for Enterprise Governance and Administration, Data Sensitivity and Security, Records Management, SharePoint and MS Teams Management, Storage Management, and Cloud Backup and Restore Functionality.

• Service Contract Reporting: Contractor must report labor hours via the System for Award Management (SAM) Service Contract Report (SCR).

Request for Information (RFI) / Sources Sought

This RFI seeks information on Commercial-Off-The-Shelf (COTS) solutions for an Enterprise Governance, Data Tagging, and Records Management solution within the U.S. Army's Microsoft 365 (M365) environment. The Army requires a scalable solution to enforce policy, automate tasks, provide visibility and control, and support delegated administration across Major Commands (MACOMs).

The solution must integrate with and enhance native M365 capabilities, focusing on:

• Enterprise Governance
• Data Sensitivity and Security (Data Tagging)
• Automated Records Management
• SharePoint & Teams Management
• Storage Optimization

The solution must be a configurable, vendor-supported platform, not custom development.

Vendors are requested to provide:

• Part I: Corporate Information: Company details, POC, CAGE Code, UEI, business size, federal contract experience, and subcontracting plans.

• Part II: Solution Overview: Solution name, description, architecture (SaaS, on-premises, hybrid), federal security compliance (FedRAMP, Azure Government Cloud DoD IL5), and commercial availability duration.

• Part III: Capability & Technical Questions: Detailed responses on integration (MS Purview, SharePoint Online), required permissions (Admin, API, Entra ID app registrations), log handling, reporting, administrative roles, vendor access to Army data, AI/ML usage, API call volume, CAC/PIV support, data storage locations, NARA retention compliance, backup capabilities, and administrative actions.

• Response Due Date: 28 April 2026, 4:00 PM Arizona Time.

• Questions Due Date: 23 April 2026, 4:00 PM Arizona Time.

• Format: Responses must be submitted in PDF format.

• Submission Method: Electronically to the Contracting Officer.

This RFI is for information and planning purposes only and does not constitute a Request for Proposal (RFP). The Government will not pay for any information or administrative costs incurred in response. All proprietary information will be handled accordingly.