RFI RECORDS MANAGEMENT APP USING AI

REQUEST FOR INFORMATION (RFI) NOTICE

RECORDS MANAGEMENT APPLICATIONS USING ARTIFICIAL INTELLIGENCE (AI)

UNITED STATES DEPARTMENT OF THE TREASURY, BUREAU OF THE FISCAL SERVICE

INTRODUCTION AND BACKGROUND

This is a Request for Information (RFI) notice issued by the United States Department of the Treasury, Bureau of the Fiscal Service, on behalf of Fiscal Service’s Office of Information and Security Services (ISS).  The purpose of this notice is to obtain industry information and identify potential sources that are both capable of, and interested in, providing commercial-off-the-shelf (COTS) records management applications using artificial intelligence technology as described herein. This information is being sought for acquisition planning purposes only.

SCOPE AND OBJECTIVES

ISS is seeking to identify vendors who can provide Commercial-Off-The-Shelf (COTS) Records Management Applications using AI technology in each of the Records Management Lifecycle Steps. The Records Management Lifecycle includes identifying a record; assigning a file plan code; searching for a record using titles and document content or other metadata; creating reports; identifying records that have met retention; assist in the destruction approval and deletion of records; and documenting the certification of destruction. This new application would migrate records and metadata from our current Records Management application. 

Interested vendors shall be able to provide all products and services described in Appendix A of this RFI.

SUBMISSION GUIDELINES

Submissions shall include a vendor’s capability to satisfy the technical requirements outlined herein. Responding vendors shall provide a high-level capabilities statement that includes a description of their standard line(s) of business, information outlining their experience, and technical narrative addressing the their proposed product which meets the requirements described herein.

In addition to the general capabilities statement and specific technical information, vendors shall provide the following information with their submissions:

1. Name and address of company, contact information, DUNS number, business size (small or other- than-small) along with any specific socioeconomic classification(s) such as HUBZone small business, small disadvantaged business (SDB), woman-owned small business (WOSB), veteran-owned small business (VOSB), and service-disabled veteran-owned small business (SDVOSB), including participation in the SBA’s 8(a) Business Development Program (if applicable).
2. Whether or not the vendor’s products/services are available through an existing Government-wide contracting vehicle or solely in the open market. If the vendor’s products/services are available through one or more existing Government-wide contracting vehicles, a complete list of those contracting vehicles (including vendor contract number).
3. Whether or not the vendor can provide, and is willing to provide, an online presentation and/or a demonstration of its application at the request of Fiscal Service,
4. Published price list(s) for the requested product (i.e. GSA MAS contract, NITAAC, NASA SEWP, in-house, and so forth) that addresses  any hardware, software, or services for the commercial-off-the-shelf solution for market research services, and
5. Relevant past performance references and information for up to three (3) customers that have utilized the COTS products and services for which Fiscal Service is requesting information through this notice.

DEADLINE FOR RESPONSES

Vendors shall submit responses to this notice by e-mail to purchasing@fiscal.treasury.gov no later than 10:00 a.m. April 22, 2025.

Responses shall reference “RFI: 2033H625N00004, ATTN: RVBrown/TRAshcroft” in the subject line of the e-mail message.

All electronic materials and attachments submitted shall be formatted in accordance with the Bureau of the Fiscal Service’s Security Requirements. The following file extensions are not allowable and application materials/data submitted with these extensions cannot be opened:

.bat, .cmd, .com, .exe, .pif, .rar, .scr, .vbs, .hta, .cpl, html, mhtml, and .zip files.

The Government does not allow 3rd party messaging systems/secure mail.

Microsoft Office non-macro enabled compatible documents are acceptable.  If the interested vendor determines that other formats are necessary, the interested vendor shall verify with Fiscal Service that those formats are acceptable.

DISCLAIMERS

This RFI is in accordance with FAR Part 10. This RFI is not a Request for Proposal/Request for Quotation (RFP/RFQ) for any products and/or services, and it does not constitute a promise or imply an obligation on the part of the Government to issue an RFP/RFQ for any products and/or services or to purchase any products and/or services in the future. No technical approach is being requested or will be considered at this time. This request is only a request for information to gather market research information about the availability of commercial sources in the industry.

Vendors responding to this RFI are hereby advised that the Government will not pay for any information or administrative costs incurred by the responding vendors; all costs associated with responding to this RFI shall be borne solely by the responding vendors. Responding vendors are solely responsible for properly marking and clearly identifying any proprietary information or trade secrets contained within their response; the Government will not be liable for, or will not suffer, any consequential damages for any proprietary information not properly marked and clearly identified. Proprietary information received in response to this RFI will be safeguarded and handled in accordance with the Trade Secrets Act (18 U.S.C. 1905).

NO DETERMINATION AS TO THE VIABILITY OF THIS POTENTIAL REQUIREMENT HAS BEEN MADE, AND NO SOLICITATION IS AVAILABLE. Requests for additional information and/or a copy of the solicitation WILL NOT be considered an affirmative response to this posting. Telephone responses or inquiries to this request WILL NOT be accepted.

All responding vendors are advised that responses to this notice will NOT be considered for contract award.  If a solicitation does result from this RFI, interested vendors shall respond separately and formally to be considered for contract award.

This RFI does not restrict the Government to an ultimate acquisition approach, should an acquisition result from this RFI.

Interested vendors may register at https://sam.gov/content/opportunities to receive notifications when information is posted related to this requirement, such as when amendments are available for viewing and/or downloading.  Please note that SAM.gov provides the notification service as a convenience and does not guarantee that all persons on the mailing list will receive notifications; therefore, Fiscal Service recommends that vendors monitor the SAM.gov site for all information relevant to desired acquisitions.

Appendix A

To increase efficiency with less resources the bureau of Fiscal Service is looking for a records management application using AI technology in each of the records management lifecycle steps. The records management lifecycle includes identifying a record; assigning a file plan code; searching for a record using titles and document content or other metadata; creating reports; identifying records that have met retention; assist in the destruction approval and deletion of records; and documenting the certification of destruction. 

This new application would migrate records and metadata from our current Records Management application. 

The files we currently manage are unstructured data, and we are currently using Open Text Content Manager as our records management system.

To clarify this request, we are not looking for a traditional records management application that uses human intervention for each of the lifecycle steps.  AI technology will provide accuracy of determining is the document a record, consistency assigning file plan codes, better searching for documents and efficiency as our staff decreases.