Request for Information (RFI): Commercial Off-the-Shelf Task Management Tool

Amendment / Modification

This amendment makes the following changes:

• Extends the RFI response due date to Friday, 04/03/2026.

• Corrects the title to "Request for Information (RFI): Commercial Off-the-Shelf Task Management Tool" (removing "V2").

• Provides an answer to Question 1 regarding user volumes for cost estimation.

• RFI Response Due Date

• Document Title

• Cost Estimate Guidance (specifically for the HHS estimate tab)

• The proposal deadline has been extended.

• Vendors are now instructed to propose tiered pricing structures with at least three user volume tiers, including definitions, documented assumptions, and pricing that demonstrates scalability for agencies like HHS.

Form / Attachment / Pricing Sheet

This document is a vendor response template, specifically an Excel file containing instructions and templates for cost estimates related to the FDA Task Management opportunity. It guides bidders on how to provide detailed pricing information for software licenses and associated costs.

• Instruction Tab: Outlines the required sheets and the type of information needed for each.
• Cost Estimate - FDA Sheet: Requires detailed pricing for Viewer, Creator, and Administrator licenses, including implementation, data migration, training, annual maintenance, and professional services. It also mandates a 5-year Total Cost of Ownership (TCO) calculation.
• Cost Estimate - HHS Sheet: Requires pricing for HHS enterprise expansion, including total license counts, volume discount structures, incremental costs beyond FDA deployment, and available government contract vehicles (GWAC, GSA Schedule).

This template is crucial for bidders to accurately and comprehensively price their proposed solution. It dictates the format and content of the cost proposal, ensuring all required cost components and TCO are addressed for both FDA and potential HHS enterprise expansion. Failure to complete these sheets as instructed may impact proposal evaluation.

Request for Information (RFI)

This RFI seeks technical and business information from vendors regarding Commercial Off-the-Shelf (COTS) solutions for the U.S. Food and Drug Administration (FDA) Executive Secretariat's correspondence and task management requirements. The goal is to identify potential vendors capable of providing comprehensive solutions for executive correspondence workflows, document clearance processes, inter-agency coordination, task tracking, and workflow automation. This RFI is for market research purposes only and does not constitute a solicitation or an indication of future contract awards.

The FDA is interested in solutions that offer:

• Comprehensive enterprise Task Management Tools, including licensing, support, and documentation.

• Effective task management capabilities with minimum effort and cost.

• Scalability, security, and seamless integration.

• Analysis of Total Cost of Ownership (TCO).

• Capabilities for managing high-volume, time-sensitive correspondence workflows requiring multi-office coordination, statutory deadline compliance, and comprehensive audit trails.

• Document clearance and approval workflows (sequential and parallel routing, comment management, version control, digital signatures).

• Integration with federal systems (e.g., SharePoint, Teams, Outlook) and compliance with federal security and records management standards (e.g., FedRAMP, FISMA, NIST, NARA, Title 21 CFR Part 11).

• Scalability to support up to 16,000 personnel initially, with potential for HHS enterprise deployment up to 50,000 personnel.

• Responses are due by 5 PM EST on March 27, 2026.

• Email responses to Lilibeth Deato at lilibeth.deato@fda.hhs.gov.

• Subject line must include: FDA-RFI-2026-032726 - Commercial Off-the-Shelf (COTS) Task Management Tool (TMT).

• Responses shall not exceed 8 pages of text (graphics, tables, diagrams, and spreadsheets do not count towards the page limit).

• Format: Times New Roman, 12-point font, 8.5 x 11-inch paper, 0.5" margins.

• Include company information on the cover page (name, service line, CAGE code, UEI, address, POC, business size, small business status, GWAC contract details if applicable).

• Responses should demonstrate capability, not just affirm it.

Not specified in this RFI.

• This RFI is for information gathering only. Submissions are voluntary and become government property.
• Proprietary, classified, or sensitive information should not be included.
• The FDA will not acknowledge receipt of responses or notify respondents of the outcome.
• The FDA reserves the right to request clarifying remarks.
• No phone calls will be accepted.
• Information regarding Buy American statute, Trade Agreement Act, and critical performance requirements is also requested.