Records Management Acquisition Planning Package

Government buyers can use this APP to develop and release a solicitation for Records Management. Leverage the instructional content below, along with the linked sample, template, and reference documents, to better understand the subcategory and obtain needed products, services, or solutions.

Acquisition Lifecycle Overview

Use the following overview to gain a high-level understanding of pre-solicitation lifecycle stages and quickly navigate to relevant resources

  1. Discovery: Learn about the current Records Management acquisition environment and review critical resources before beginning your acquisition
    • Relevant documents: Buyer's Guides and other critical resources
  2. Requirements Definition: Document your needs and estimate associated costs to set the foundation for a successful acquisition
    • Relevant documents: SOO, PWS, SOW, IGCE, Buying Tips / Tools
  3. Market Research and Planning: Inform your acquisition strategy by collecting information on the supply base, available contract vehicles, and key regulations
    • Relevant documents: RFI, Sources Sought Notice, Market Research Report, MRAS Report, Policy and/or Guidance
  4. Solicitation Development: Develop solicitation documents to help clearly express your business requirements and invite private sector contractors to compete for your work
    • Relevant documents: RFQ, RFP, Other Solicitation Resources and Templates

Learn about the current Records Management acquisition environment and review critical resources before beginning your acquisition

Records Management Acquisition Overview

Critical Resources

Gain a broad understanding of acquisitions in this subcategory using the resources below. Please note that certain resources are also listed within the other stages

Buyer's Guides

High-impact reference documents that overview the subcategory across lifecycle stages

Document your needs and estimate associated costs to set the foundation for a successful acquisition

Key Considerations and Buying Notes

PRO TIP: Conducting a Needs Assessment as a first step to your electronic records management procurement process will help an agency avoid purchasing a solution that does not properly suit their unique situation or that will not efficiently manage their records. Download NARA’s sample Needs Assessment Statement of Objectives (SOO).

Relevant Documents

Use these samples and templates to develop a requirements document for your acquisition. If you expect your acquisition to exceed the simplified acquisition threshold, use the IGCE resources to develop a cost estimate to supplement your requirements document. Additional Buying Tips and Tools have also been provided to help inform requirements and estimate costs / pricing.

Statement of Objectives (SOO)

A requirements document that establishes the overarching objectives of the acquisition to allow contractors maximum flexibility in meeting government needs

Independent Government Cost Estimate (IGCE)

An assessment / estimate of the contract's potential costs based on industry standards. Please use this link to access GSA's standard IGCE creation tool

Buying Tips / Tools

Other documents that inform requirements, support cost / pricing definition, or provide insight into available products / services

Inform your acquisition strategy by collecting information on the supply base, available contract vehicles, and key regulations

Market Research as a Service Report (MRAS)

A type of market research report developed by GSA's internal Market Research as a Service (MRAS) offering. Please use this link to request a MRAS report

Policy and/or Guidance (P&G)

Various documents that provide additional context on specific vehicles or flag specific policies that buyers should be aware of when executing an acquisition. Buyers should also ensure they check their agency’s own internal policies and guidance

Develop solicitation documents to help clearly express your business requirements and invite private sector contractors to compete for your work

Key Considerations and Buying Notes

Once you have conducted market research and written your requirement, you can post your RFQ to GSA eBuy under the appropriate SINs. Below is a sample RFQ which includes the sample SOO above as an attachment.

Use the new Product Service Codes (PSCs) established in 2019 to properly report spending for records management in the Federal Procurement Data System (FPDS).

  • R616 - Physical Records Management (SIN 493110RM)
  • R617 - Electronic Records Management (SIN 518210ERM)

Relevant Documents

Use samples and templates to develop your own solicitation and request responses from contractors capable and interested in fulfilling the requirements. The formats below provide different ways to structure your solicitation depending on the complexity of your needs.

Request for Quotation (RFQ)

A solicitation type used to obtain pricing information for clearly defined products or services (e.g. COTS). RFQs are typically used to meet the business needs listed in a requirements document


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Last Reviewed: 2022-07-20