SAM #RFI_26_046

DOE/PPPL Seeks Electronic Records Management System (ERMS) Solutions

The Department of Energy's Princeton Plasma Physics Laboratory (PPPL) is seeking information from qualified vendors regarding Electronic Records Management System (ERMS) solutions for compliant electronic records lifecycle management. - Government Buyer: - Department of Energy (DOE) - Princeton Plasma Physics Laboratory (PPPL) - OEMs and Vendors: - No specific OEMs or vendors are named; the RFI is open to all qualified sources - Products/Services Requested: - Electronic Records Management System (ERMS) solution - Must support compliant lifecycle management of electronic records - Key features required: - Digital ingest - Metadata management - Role-based access control - Audit trails and traceability - Retention management - Legal holds - Reporting and workflow functionality - Cybersecurity controls - Deployment options: SaaS, On-Premises, or Hybrid - Security certifications: FedRAMP required - Compliance with federal records management standards - Vendors must provide detailed, unclassified capability statements (not generic marketing materials) - Vendors may be invited to participate in technical demonstrations - No specific part numbers or quantities provided - Unique or Notable Requirements: - FedRAMP certification is mandatory - Role-based access controls and robust audit capabilities - Open to all business sizes and socioeconomic categories - Data residency and pricing structure information requested - Place of Performance: - Princeton Plasma Physics Laboratory, 100 Stellarator Rd., Princeton, NJ 08540

Description

Electronic Records Management System (ERMS) Solutions This is a Sources Sought Notice ONLY. This notice is issued solely for market research and acquisition planning purposes; it does not constitute a Request for Quote (RFQ), Invitation for Bid (IFB), or Request for Proposal (RFP), nor does it promise a future solicitation. Responses are strictly voluntary, and no reimbursement will be provided for costs associated with responding to this notice. Princeton Plasma Physics Laboratory (PPPL) is under no obligation to award a contract or expend appropriated funds based on this inquiry. 1.  Background and Objective Princeton Plasma Physics Laboratory (PPPL), a Department of Energy (DOE) National Laboratory, is soliciting information from qualified sources regarding Electronic Records Management System (ERMS) solutions. The goal is to identify systems capable of supporting the compliant lifecycle management of electronic records. Interested vendors must be prepared to address functional, security, and compliance requirements and may be invited to participate in technical demonstrations to show how their solution satisfies PPPL’s needs. 

2.  Small Business and Socioeconomic Consideration PPPL is seeking capability statements from all interested parties, including Large Businesses, Small Businesses, and all socioeconomic categories (SDB, 8(a), WOSB, SDVOSB, EDWOSB, HUBZone), as well as HBCU/MIs. This information will be used to determine the appropriate level of competition and establish small business subcontracting goals. PPPL reserves the right to consider specific set-asides based on the responses received. 

3. Submission Requirements Interested firms are requested to submit a Capabilities and Qualifications Statement and must address the Capabilities Question. This document must be UNCLASSIFIED and provide more than generic marketing brochures. Please include

A.    Administrative Information

•Firm Name and Address. •Business Size and Status: (Large, Small, SDB, 8(a), WOSB, SDVOSB, EDWOSB,HUBZone, or HBCU/MI). •Affiliate Information: Parent company, joint venture partners, and potential teamingpartners. •Role: Indicate whether your firm would perform as a prime subcontractor or alower-tier subcontractor.

B.     Technical Capability Questions

1.  Relevant Experience: Describe your firm’s experience in providing and implementingERMS tools. 2.  Company Profile: Provide an organizational overview, including relevant experienceand at least three client references. 3.  Technical Response: Provide a detailed description of how your solution meets thefunctional and compliance requirements  outlined in the attached documentation. 4.  Deployment Model: Detail available deployment options (e.g., SaaS, On-Premises, orHybrid). 5.  Security & Compliance: Provide information on security controls, certifications (e.g.,FedRAMP), and data residency. 6.  Pricing Structure: Provide published pricing, catalogs, or licensing model overviews(e.g., per user, enterprise, or subscription-based). Include costs for any required add-on modules or integrations. 7.  Demonstration Availability: Confirm your firm’s availability to participate in atechnical demonstration if selected.

4.  Response Instructions All responses must be submitted electronically via email to Cheryl Colan at ccolan@pppl.gov. •  Deadline: Wednesday, May 6, 2026, by 4:30 PM (EST).•Reference: Please include "RFI – 26-046-Electronic Records Management System" in the subject line.•Inquiries: All technical and procurement questions should be directed to the Point of Contact (POC) listed above.

5.  General Information

Responses will not be returned, and respondents will not be notified of evaluation results. The information obtained may be used to develop an acquisition strategy and future RFP. If a solicitation is released, it will be posted on www.SAM.gov. It is the responsibility of potential offerors to monitor SAM.gov for any amendments or official solicitation documents.

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