DHS Procurement Records Management Modernization (PRM2)
ID: 70RTAC24RFI000010Type: Special Notice
Overview

Buyer

HOMELAND SECURITY, DEPARTMENT OFOFFICE OF PROCUREMENT OPERATIONS

NAICS

Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services (518210)

PSC

IT AND TELECOM - BUSINESS APPLICATION/APPLICATION DEVELOPMENT SUPPORT SERVICES (LABOR) (DA01)

Original Source

https://sam.gov/opp/1362d0209ff64b74bbc865390d3586c1/view
Timeline
    Description

    The Department of Homeland Security (DHS) is seeking industry feedback through a Request for Information (RFI) for the modernization of its Procurement Records Management system, known as the DHS Procurement Records Management Modernization (PRM2). The initiative aims to enhance the current Electronic Contract Filing System (ECFS) by improving electronic contract file storage, workflow management, document management, and records management through a cloud-based, user-centered solution. This modernization effort is crucial for increasing efficiency and compliance in procurement activities, with anticipated contract structures potentially including Indefinite-Delivery, Indefinite-Quantity (IDIQ) or Blanket Purchase Agreements (BPA) over a period of 5 to 10 years. Interested parties must submit their responses electronically by September 10, 2024, at 5:00 p.m. ET, via the provided survey link, and should direct any inquiries to Breean Jaroski at Breean.Jaroski@hq.dhs.gov.

    Point(s) of Contact
    Breean Jaroski
    Breean.Jaroski@hq.dhs.gov
    Files
    Title
    Posted
    ATTACHMENT I - Statement of Requirements.pdf
    The U.S. Department of Homeland Security (DHS) is issuing a Request for Information (RFI) regarding the modernization of its Procurement Records Management system (PRM2). The current system, the Electronic Contract Filing System (ECFS), has been in use since April 2020, and DHS is seeking industry feedback to enhance its capabilities. The goal is to improve various aspects of contract file management, including storage, workflow, and document management through an agile, user-centered approach. DHS requires a cloud-based, compliant solution with features such as automated contract generation, user-friendly interfaces, seamless integration with other tools, secure document sharing, and real-time compliance dashboards. Additionally, the project anticipates the need for extensive services like project management, change management, and helpdesk support. The anticipated contract structure may be an Indefinite-Delivery, Indefinite-Quantity (IDIQ) or Blanket Purchase Agreement (BPA) over a period of 5 to 10 years. This process reflects DHS's commitment to improving efficiency and user experience in procurement activities through modernization and compliance with federal standards.
    Attachment II - SAMPLE Checklist.xlsx
    The Combined Checklist serves as a comprehensive guide for federal procurement processes, detailing required documentation and procedures for various phases from pre-solicitation to contract closeout. Organized in sections, it covers essential components such as the Procurement Request Package, Market Research, Small Business Review, and Source Selection Plan, all framed within relevant federal regulations including the FAR and HSAM. The document emphasizes the importance of justifying contract types, ensuring compliance with security requirements, conducting market research, and handling competition-related determinations. Furthermore, it outlines necessary approvals, evaluations, and post-award administrative requirements, ensuring transparency and accountability throughout the procurement lifecycle. This checklist is an essential resource for government contracting officers, providing structured guidance for managing federal grants and RFPs, ultimately supporting effective resource allocation and contract execution.
    Request for Information .pdf
    The Department of Homeland Security (DHS) has issued a Request for Information (RFI) 70RTAC24RFI000010 to solicit industry feedback on its Procurement Records Management Modernization (PRM2) initiative. This effort, highlighted in the RFI, focuses on developing innovative solutions for electronic contract file storage, workflow management, document management, and records management. The RFI, following an earlier Sources Sought Notice, aims to engage industry partners in the procurement process by outlining the primary objectives and scope of the PRM2 requirement. The document includes attachments, such as a Statement of Requirements and a sample contract file checklist, to facilitate clearer communication with industry. Responses will improve market research and inform the development of a comprehensive requirement package. Submissions must be made electronically by September 10, 2024, via a designated link, as direct email submissions will not be accepted. It is important to note that this RFI does not constitute a formal Request for Quotation or Proposal and carries no commitment for future solicitation. DHS is only seeking responses for market research purposes without compensating interested parties for their submissions.
    Lifecycle
    Title
    Type
    DHS Procurement Records Management Modernization (PRM2)
    Currently viewing
    Special Notice
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