SAM #26RFIOCC

DHS FLETC Seeks COTS Legal Case Management System Replacement

The Department of Homeland Security (DHS), Federal Law Enforcement Training Centers (FLETC) is seeking industry input for replacing its Office of Chief Counsel (OCC) legal case management system with a Commercial Off-the-Shelf (COTS) solution. - Government Buyer: - US Department of Homeland Security (DHS) - Federal Law Enforcement Training Centers (FLETC) - Office of Chief Counsel (OCC) - Products/Services Requested: - Replacement of the existing OCC Document Manager with a COTS legal case management system - System must provide: - Secure case creation, management, and real-time access - Workflow automation and comprehensive search - Document management, audit trails, and reporting - Scalability and high availability - Role-based access control (OCC staff only) - Automated notifications and fiscal year document numbering - Integration with FLETC organizational data - Backup, recovery, user guides, training, and helpdesk support - Compliance with FISMA and Section 508 - OEMs and Vendors: - No specific OEMs or vendors are named; the RFI is open to all COTS legal case management system providers - Unique/Notable Requirements: - Must be a COTS solution (not custom-developed) - Must integrate with FLETC data and comply with federal security and accessibility standards - Delivery and implementation at FLETC, Glynco, Georgia - Respondents must provide capability statements, pricing estimates, retailer authorization, and references - No specific product part numbers or purchase quantities are listed

Description

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and planning purposes; it does not constitute a Request for Proposal (RFP) or Request for Quote (RFQ) nor a promise to issue an RFP or other solicitation. Furthermore, those who respond to this RFI should not anticipate feedback about its submission, other than acknowledgment of receipt. This RFI does not commit the Government to contract for any supply or service. The Department of Homeland Security (DHS) Federal Law Enforcement Training Centers (FLETC) is not seeking proposals at this time. Respondents are advised that the U.S. Government will not pay any cost incurred in response to this RFI. All costs associated with responding to this RFI will be solely at the expense of the respondent. Not responding to this RFI does not preclude participation in any future solicitation. The information provided in this RFI is subject to change and is not binding on the Government. All submissions become the property of the Federal Government and will not be returned.

Objective The Office of Chief Counsel (OCC) legal staff conducts legal review over hundreds of documents annually for the FLETC Executive Team and Senior Management Staff, resulting in legal findings and opinions that are highly sensitive in nature. The OCC Document Manager is a FLETC-developed application, which provides the user interface, business process rules, and secure storage mechanisms necessary for securely tracking and storing the documents and the related metadata, including reviewer identification, document topical area, and relative dates related to the review of the respective document. The existing system is outdated and in need of replacement by a COTS solution.

RFI Response FLETC is seeking information on a Commercial Off the Self (COTS) Case management System replacement. Attached is the draft Statement of Objectives (SOO). Submissions should include a Rough Order of Magnatude (ROM), a capability statement or retailer authorization statement if applicable, references of prior actions, and a draft or review of the current SOO. Submission of a ROM does not constitute a commitment on behalf of the Government and will be used for pricing information only. Pricing should include all requirements for a total system and should list any assumptions. 

RFI Response Instructions Only electronic submissions will be accepted. Electronic files larger than 10 MB shall be broken down into multiple files with no one file exceeding 10 MB. Each electronic submission shall include: 1. The RFI title in the subject line 2. The maximum number of pages per submission shall be limited to Ten (10) pages excluding title page, table of contents, company information page and reference materials, if attached. 3. All content must be provided in Microsoft Word or PDF format. 4. The company information page shall include the following information: - Company Name - Socio-economic status - DUNS number, UEI number, and CAGE code - Point-of-Contact information for technical questions - Point-of-Contact information for contractual questions - Federal Contract(s) available for use (NASA SEWP, GSA, ETC...)

Questions and responses on this RFI must be sent via email to the following: Jimmy Dolloff, Contracting Officer – jimmy.dolloff@fletc.dhs.gov Questions must be submitted by 12:00 PM EDT, May 15, 2026. Include the RFI title in the subject line of your email when submitting questions. Responses to this RFI must be sent via email to the email address above no later than 5:00PM EDT, May 18, 2026.

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