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 for its Procurement Records Management Modernization (PRM2) initiative, aimed at enhancing its electronic contract filing system. The project focuses on developing a cloud-based solution that improves contract file storage, workflow, and compliance management, serving approximately 1,800 personnel across various DHS components. This modernization effort is critical for streamlining procurement operations and ensuring regulatory compliance throughout contract lifecycles. Interested parties are encouraged to submit their feedback on the Draft Request for Quote by January 8, 2025, to Breean Jaroski at Breean.Jaroski@hq.dhs.gov, with no vendor marketing materials accepted.

    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) has issued a Request for Information (RFI) for its Procurement Records Management Modernization (PRM2) effort, aiming to enhance its current Electronic Contract Filing System (ECFS). The RFI seeks industry feedback on capabilities to improve virtual contract storage, workflow, and compliance management through a user-centered, cloud-based solution. Key objectives include automating contract file generation, providing an intuitive interface, ensuring seamless integration with other tools, and real-time compliance monitoring. The envisioned system will serve approximately 1,800 DHS personnel across various components. Minimum requirements feature regulatory compliance, automated processes, and collaborative document editing, while the broader product backlog envisions further enhancements, including digital signatures and intelligent automation. The government anticipates structuring the contract as an Indefinite-Delivery, Indefinite-Quantity (IDIQ) or Blanket Purchase Agreement, with a performance period of 5 to 10 years. This initiative reflects DHS’s commitment to modernizing procurement operations, driving efficiency, and ensuring compliance with regulations throughout contract lifecycles.
    Attachment II - SAMPLE Checklist.xlsx
    The document provides a comprehensive checklist for federal government procurement processes, especially focusing on Requests for Proposals (RFPs), federal grants, and state and local RFPs. It is organized into six main sections: Pre-Solicitation, Solicitation, Evaluation and Award Preparation, Award, Administration, and Closeout. Each section includes specific requirements, references to the Federal Acquisition Regulation (FAR) and Homeland Security Acquisition Manual (HSAM), and documentation needed for various stages of acquisition. Key components encompass items like the Independent Government Cost Estimate, Market Research, Small Business Review, Contract Type Justifications, and Source Selection Plans. The checklist serves as a guide to ensure compliance with procurement regulations and facilitates a transparent, competitive, and effective acquisition process. It underscores the importance of appropriate documentation and review at each phase, aiming for accountability and resource efficiency in government contracting. Overall, the document acts as a vital tool for government officials and contractors to ensure that all necessary steps are followed in line with federal and local requirements for procurement activities.
    Draft - Request for Quote.pdf
    The Department of Homeland Security (DHS) is seeking competitive quotations for its Procurement Records Management Modernization (PRM2) through a Request for Quotation (RFQ) issued by the Office of the Chief Procurement Officer. The RFQ aims to award a Blanket Purchase Agreement (BPA) to a responsible vendor who demonstrates the best overall value regarding technical capabilities and pricing. The solicitation targets contractors holding specific General Services Administration (GSA) Information Technology Multiple Award Schedule (MAS) Special Item Numbers (SINs), particularly in software licenses, cloud computing, and IT professional services. The RFQ outlines a phased evaluation process, beginning with a PASS/FAIL assessment, followed by product demonstrations and submission of detailed technical and price volumes. A pre-quotation conference will provide additional insights into DHS's modernization efforts, although attendance is not mandatory. Services sought include project management, data migration, and user acceptance testing, aimed at improving contract filing and usage through a user-centered approach. Key requirements emphasize compliance with Federal Acquisition Regulation (FAR) and include necessary safeguarding measures for sensitive information. This initiative reinforces the government's commitment to enhancing procurement records management efficiency while ensuring competitive opportunities for qualified vendors.
    Draft Attachment 1 - Performance Work Statement .pdf
    The Department of Homeland Security (DHS) is launching the Procurement Records Management Modernization (PRM2) initiative to enhance its electronic contract filing system. This project aims to replace the existing Electronic Contract Filing System (ECFS) implemented in April 2020 with a more innovative solution for contract file storage and management that offers improved usability, security, and efficiency. The PRM2 initiative will implement a cloud-based Software as a Service (SaaS) solution that complies with various regulatory standards and supports automatic contract file generation, user-friendly interfaces, and seamless integration with existing tools. Key features include regulatory compliant storage, automated metadata generation, a collaborative document editing platform, and a real-time compliance dashboard. The initiative also encompasses comprehensive project management, data migration strategies, user acceptance testing, and extensive training to guarantee effective end-user transition. The expected outcome is a streamlined contract management process across DHS components, ensuring accessibility and adherence to federal guidelines. This modernization reflects DHS's commitment to enhancing operational efficiency and adapting to emerging technological standards in procurement practices.
    Draft Attachment 3 - Vendor Certification.pdf
    The document presents a vendor certification form related to a Request For Quotation (RFQ) for the DHS Procurement Records Management Modernization (PRM2). The primary purpose is to ensure vendor compliance with the General Services Administration (GSA) Multiple Award Schedule (MAS) when submitting price quotes. Vendors must confirm that their quote is in accordance with their GSA MAS contract and that it aligns with the specified GSA schedule contract. The certification requires signature, date, and the vendor's contact details, including phone, fax, and email. This process is a critical step in federal procurement, facilitating transparency and adherence to government contracting regulations and standards.
    Draft Request for Quote Feedback Template.xlsx
    The document outlines the procedures for submitting industry feedback related to the Department of Homeland Security's (DHS) Procurement Records Management Modernization (PRM2). It serves as a draft Request for Quote (RFQ) feedback template, focusing on gathering insights and comments from industry stakeholders. Users are instructed to select from drop-down options corresponding to relevant draft documents, such as the Request for Quote, Performance Work Statement, or other attachments, when submitting their feedback. The main objective is to streamline and modernize DHS's procurement processes, ensuring they meet current operational needs while incorporating stakeholder perspectives. This initiative underscores the DHS's commitment to enhancing its procurement functionality, fostering collaboration with external entities, and ultimately improving efficiency in record management practices.
    Request for Information .pdf
    The Department of Homeland Security (DHS) has issued a Request for Information (RFI) 70RTAC24RFI000010 regarding its Procurement Records Management Modernization (PRM2) project. This RFI follows a previously posted Sources Sought Notice and seeks to gather industry feedback on innovative solutions for electronic contract file storage, workflow, and document management. The RFI includes attachments such as a Statement of Requirements and a sample contract file checklist to assist in outlining the objectives and scope of the PRM2 effort. Responses must be submitted electronically by September 10, 2024, using the provided link, as email submissions will not be accepted. It is important to note that this RFI serves solely for market research and does not constitute a formal solicitation for proposals. DHS encourages industry partners to respond only once, as additional feedback is also being gathered through GSA’s eBuy platform. This effort underscores DHS's commitment to enhancing procurement operations through effective industry collaboration, ultimately leading to improved records management practices.
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    DHS Procurement Records Management Modernization (PRM2)
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