U.S. General Services Administration
Records Management Acquisition Planning Package
Use the following samples, templates, and reference documents to understand how to acquire what you need.
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Discover guides and policy
Records Management Acquisition Overview
- GSA is here to help! Visit gsa.gov/recordsmanagement and email us at recordsmanagement@gsa.gov early in the process if you need support.
- Request immediate procurement support from your local Customer Service Director here.
- NARA’s Universal Electronic Records Management (ERM) Requirements.
- GSA incorporates the latest version via solicitation refreshes and corresponding modifications to existing MAS contracts; All contractors awarded contracts under GSA MAS SIN 518210ERM must select which of the ERM elements they are capable of providing and self-certify their understanding and ability to meet the associated requirements/standards for those elements. The completed certification is published on GSA eLibrary as part of their Terms & Conditions.
- Download the latest Universal Use Cases - The Universal Use Cases serve as a tool agencies can use when procuring services or solutions to manage electronic records. They can be used by agencies to demonstrate how vendors perform the described requirements and workflows. These are built directly off the Federal Business Lifecycle and Business Capabilities. They tell the “stories” of how to manage electronic records.
- Buying Tips / Tools_Tips for Using Facilities Category in the MAS (GSA_2021) [DOCX]
- Buyer's Guide_Electronic Records Management (GSA and NARA)
- Buying Tips / Tools_Electronic Records Management Buying Tips (GSA)
- Policy and/or Guidance_Transition to Electronic Records Memo (NARA_2019)
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Define requirements
Performance Work Statement (PWS): A requirements document for performance-based acquisitions that clearly describes performance objectives and standards expected of a contractor.
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
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Research and plan
Market Research as a Service Report (MRAS): A no cost market research report developed by GSA. Request Market Research as a Service (MRAS) here.
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Develop a solicitation
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)
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