Sources Sought / Request for Information (RFI) 26-046 Electronic Records Management System (ERMS)
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 Princeton Plasma Physics Laboratory (PPPL), a Department of Energy (DOE) National Laboratory, has issued a Sources Sought / Request for Information (RFI) 26-046 to identify qualified sources for Electronic Records Management System (ERMS) solutions. This RFI is for market research and acquisition planning purposes to find systems capable of supporting the compliant lifecycle management of electronic records. Responses are due by May 6, 2026, at 4:30 PM EST.
Scope of Work
PPPL is seeking ERMS solutions that address functional, security, and compliance requirements. Key functional requirements include:
- Digital Ingest & Capture: Support for scanning and born-digital records.
- Metadata Management: Robust capabilities for classification, retrieval, retention, and compliance.
- Access & Security: Role-Based Access Control, comprehensive audit trails, records integrity, and legal holds.
- Retention & Disposition: Support for retention schedules, automatic rule application, and authorized destruction.
- Cybersecurity: For cloud-based systems, FedRAMP certification and USA-based data centers are required, along with Microsoft Entra SSO support.
- Search & Discovery: Advanced search capabilities (metadata, keyword, full-text).
- Workflow & Reporting: Configurable workflows for review/approval and tools for oversight/compliance.
Contract & Timeline
- Opportunity Type: Sources Sought / Request for Information (RFI)
- Set-Aside: None specified at this stage; market research will inform potential future set-asides for all socioeconomic categories.
- Response Due: Wednesday, May 6, 2026, by 4:30 PM EST
- Published Date: April 14, 2026
Submission Requirements
Interested firms must submit an UNCLASSIFIED Capabilities and Qualifications Statement addressing specific technical capability questions, including:
- Firm Name, Address, Business Size, and Socioeconomic Status.
- Relevant experience in providing and implementing ERMS tools.
- Company profile with at least three client references.
- Detailed description of how the solution meets functional and compliance requirements.
- Deployment model options (SaaS, On-Premises, Hybrid).
- Security controls, certifications (e.g., FedRAMP), and data residency.
- Pricing structure (e.g., per user, enterprise, subscription) and costs for add-on modules.
- Confirmation of availability for technical demonstrations.
Submission Instructions
All responses must be submitted electronically via email to Cheryl Colan at ccolan@pppl.gov. The subject line must include "RFI – 26-046-Electronic Records Management System."
Additional Notes
This is solely for market research; it is not a solicitation and does not guarantee a future contract. Responses are voluntary and will not be reimbursed. Information gathered will help determine the acquisition strategy and potential small business subcontracting goals. Experience with Federal Entities is a plus. If a solicitation is released, it will be posted on SAM.gov.