DHS PROCUREMENT RECORDS MANAGEMENT MODERNIZATION (PRM2)

Decemember 20, 2024 update:

Dear Industry Partners,

Thank you for your continued support and interest in the U.S. Department of Homeland Security's (DHS) Procurement Records Management Modernization (PRM2) requirement. 

At this time, DHS is planning to acquire the subject services utilizing the procedures of FAR Part 8.4 and establish a single-award Blanket Purchase Agreement (BPA).  DHS is releasing a Draft Request for Quote (RFQ) for Industry review and comment.  Industry is asked to review the Draft RFQ and all associated Attachments and provide feedback no later than Wednesday, January 8, 2025 at 5:00pm EST.

The Government has provided a "Draft Request for Quote Feedback Template," that MUST be used for all submissions.  NOTE: The Government will not review any vendor provided information not contained within the provided Template.  In addition, DHS does not plan on providing formal responses to the feedback received. All feedback will be reviewed and considered in the development of the final RFQ. 

The following documents are included in the Draft RFQ:

• Request for Quote
• Attachment 1 – Performance Work Statement
• Attachment 3- GSA Vendor Certification
• Draft Request for Quote Feedback Template

All responses should be emailed directly to DHS at: breean.jaroski@hq.dhs.gov by the specified date and time. 

No vendor marketing material will be accepted.  Any proprietary materials should be clearly marked.   

We thank you for your interest in the PRM2 requirement and we look forward to your valuable feedback in response to the draft solicitation documents.

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September 30, 2024 update:

Dear Industry Partners, 

Thank you for your responses and recommendations to DHS’s Procurement Records Management Modernization (PRM2) Request for Information (RFI) Survey released on August 28, 2024 to both SAM.gov and GSA’s eBuy.  We appreciate the active participation in our market research efforts and taking the time to provide valuable feedback to the Government.

At this time, the Government is analyzing all of the information received to assist in developing our acquisition strategy and further define our requirement.  We are planning to release a notional Industry Engagement and Procurement timeline to continue optimizing collaboration between the Department and Industry for this important initiative within the coming weeks.     

Again, we thank you for your interest and we look forward to our continued engagement regarding DHS’s Procurement Records Management Modernization (PRM2) requirement.

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Dear Industry Partners,

The Department of Homeland Security’s (DHS) Office of the Chief Procurement Officer (OCPO) appreciates the responses received from Industry regarding the Sources Sought Notice, 70RTAC24ECFSRFI entitled “Electronic Contract Filing System (ECFS)” published on February 23, 2024.  The Department has reviewed all responses and is hereby providing the subject Request for Information (RFI) including updated in-development objectives, scope, and additional engagement information associated with this ongoing effort, which has been renamed, the DHS Procurement Records Management Modernization (PRM2).  

DHS still has a need for an innovative solution to support electronic contract file storage, workflow, document management, and records management.  Therefore, the Government is seeking Industry’s feedback through the subject RFI and associated attachments and survey link.

The subject RFI incorporates the following attachments:

1.) Attachment I - Statement of Requirements 

• DHS is providing a brief Statement of Requirements outlining the objectives and scope of the developing PRM2 requirement and is requesting feedback from Industry through the below Survey Link.

2.) Attachment II – Sample Checklist  

• DHS is providing a sample contract file checklist.

RFI SUBMISSION INSTRUCTIONS

Response Submission Deadline: All responses are to be submitted electronically via the link provided below no later than September 10, 2024, at 5:00 p.m. ET. 

Survey Link:  https://forms.office.com/g/BaixAJXUgQ

Please note, only response submitted via the Government provided link will be accepted.  The Government will not accept email submissions or general company marketing information as part of your response to the RFI.

This RFI is issued solely for market research and information and planning purposes pursuant to Federal Acquisition Regulation (FAR) Part 10. The referenced attachments DO NOT constitute a Request for Quotation (RFQ), Request for Proposal (RFP), or a commitment on the part of the Government to conduct a solicitation in the future. DHS is not seeking quotation and/or proposal responses and will not accept unsolicited proposals. The Government will not pay for information submitted in response, nor will it compensate interested parties for any costs incurred in the development/furnishing of a response or in its efforts to take part in any of the engagement opportunities.

Additional market research is also being conducted via GSA’s eBuy platform, which is utilizing the same Survey Link.  As a result, Industry Partners are asked to only submit (1) RFI response.  There is no need to respond on both platforms, SAM.gov and GSA’s eBuy, as responses are collectively being recorded together as a large market research effort.

This notice is intended to be the first of many avenues of Industry engagement aimed at optimizing collaboration between the Department and Industry for this important initiative.  We thank you for your interest and we look forward to your valuable feedback on DHS’s Procurement Records Management Modernization (PRM2) requirement.