SAM #2025-R-060

Senate Sergeant at Arms Document Management System Modernization Solicitation

The United States Senate, Office of the Sergeant at Arms (SAA), is launching a major modernization of its document management system for Senate operations. - Government Buyer: - United States Senate, Office of the Sergeant at Arms (Contracts Department) - Contracting office located at U.S. Capitol Building, S-151, Washington, DC - Products and Services Requested: - Replacement or enhancement of the current Hyland OnBase system with a modern enterprise content management (ECM) solution - Software licenses for up to 100 concurrent users (monthly subscription, base and option years) - Comprehensive professional services including: - Assessment, discovery, and gap analysis - Solution installation and implementation - Data migration (1.8TB, 2 million files, workflows, audit logs, annotations) - Quality assurance and testing - Initial and ongoing training for admins and end users - System documentation - Acceptance period support (30-day window) - Technical support and maintenance (monthly/annual) - Additional professional services and training (hourly as needed) - Technical advisory services (briefings, pilot tests) - Unique and Notable Requirements: - Solution must support web, mobile, and desktop access, advanced OCR (including handwritten/historical documents), role-based security, Active Directory integration, workflow automation, batch scanning, archiving, analytics, and integration with external systems - Strict compliance with Senate cybersecurity SOPs, document retention, and risk mitigation procedures - High system availability (99.9% uptime), robust incident response, and detailed reporting per Service Level Agreement - U.S. citizen staffing and privacy requirements - Flexible architecture: ECM, modular, hybrid, or enhancement of OnBase - Firm Fixed Price and Labor Hour contract structure, with base year plus up to five one-year options - OEMs and Vendors: - Hyland Software, Inc. (current system: OnBase) - No specific replacement OEMs named; solution may be from any qualified ECM provider - Place of Performance: - U.S. Capitol Building, S-151, Washington, DC (Senate office contracting location)

Description

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT PUBLISHED ON APRIL 3, 2026     

SUBMISSION DEADLINE EXTENDED TO AUGUST 8, 2025

BIDDERS Q&A RESPONSES PUBLISHED ON JULY 30, 2025 

The United States Senate, Office of the Sergeant at Arms (SAA) seeks to modernize its document management capabilities.

Request for Proposal (RFP) 2025-R-060 Senate Document Management System

The enclosed files include instructions and requirements for the completion and submission of proposals in response to Request for Proposal 2025-R-060 Senate Document Management System. Send required documents via e-mail to Acquisitions@saa.senate.gov with subject line “ATTN: Charles Blalock, 2025-R-060" by 12:00PM EST on August 1, 2025. Early submissions are encouraged.

E-mails that do not reference the RFP Number in the subject line may not be accepted.

1) Amendment 001 - Incorporating Questions and Answers to Solicitation (uploaded Bidders Questions and Answers)

2) Amendment 002 - Amendment of Solicitation/Modification of Contract

View original listing