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THIS IS SOURCES SOUGHT NOTICE FOR MARKET RESEARCH PURPOSES. THIS IS NOT A REQUEST FOR PROPOSAL OR A REQUEST FOR QUOTATIONS AND DOES NOT COMMIT THE GOVERNMENT TO AWARD A CONTRACT NOW OR IN THE FUTURE.

This is a SOURCES SOUGHT NOTICE to determine the availability of a U.S. based Record Management Software that handles complex reference file associations (large engineering files and scanned drawings), provides integrated viewing and markup, and directly integrates CAD file properties with search engines. Small Businesses (e.g., 8(a), Service-disabled veteran owned small business, HUBZone small business, Small disadvantaged business, Veteran-owned small business, and Women-owned small business) are encouraged to respond to this notice under NAICS code 518210.

NIST (National Institute of Standards and Technology) is seeking a software program that provides the functionality noted above on the NIST Gaithersburg, MD Campus.

This is a Sources Sought ONLY, not a Request for Proposals (RFP) and does not commit the Government to award a contract now or in the future. The purpose of this synopsis is to identify organizations with the requisite qualifications to provide the services stated herein.

NIST is seeking a Record Management software that provides the following functionality

• Automatic data migration from former record management software (eQuorum) to the new sources sought software with minimal effort


• Save document transmittal files in separate directories, as PDFs as a set, or in one consolidated project


• Automatic retention of document and drawing versions and their associated markups and control over who can view/download/print


• Markup drawings right there on the floor or at the constructions site, in real-time


• Get notified when a document or redline drawing markup is completed


• Organize folders with logical structures and easily search and find needed documents/drawings


• Track and report on permit approvals by type, status, and vendor organization


• Search and view permitting data using mobile devices on-site, even add pictures and video


• Automatically recognize new versions of drawings and documents as they are created and added into the system


• Automatically establish assembly, part, and piece reference relationships


• Enhance productivity and security by giving users the ability to automatically route documents to other users for approval, while maintaining a complete audit trail

Specific sources sought criteria being sought:

1. The vendor shall detail the following:

a.) List the functionality of the software

b.) List an URL for the software functionality so it may be reviewed

c.) Describe any possible software maintenance support for the software from the vendor

d.) Describe how the software is sold (i.e. – perpetual license, annual license, etc.).

e.) Describe the process to migrate files from eQuorum/Imagesite to product respondent is providing.

Interested Parties

Interested, capable Record Management Software contractors shall submit a capability statement in response to this Sources Sought Notice, including, at a minimum, the following:

A. Offeror's name, address, points of contact with telephone numbers and email addresses.

B. Business information to include Unique Entity ID, type/size of company, NAICS code, and Social Economic status (SB SDB, WOSB, HUBZone, VOSB or SDVOSB) as validated via the System for Award Management (SAM) at https://www.sam.gov.

C. Experience to include the following

1. Technical discussion of Contractor experience with items #1 in addition to “a” through “d”


2. Identify whether you are interested in this acquisition as a prime contractor or a subcontractor


3. Identify and clearly mark any proprietary processes or data.


4. Responses are requested to not exceed a total of 20 pages.

No phone calls will be accepted for this notice.

The synopsis is for information and planning purposes and is not to be construed as a commitment by the Government. This is not a solicitation announcement for proposals, and no contract will be awarded from this announcement.

No reimbursement will be made for any costs associated with providing information in response to this announcement and any follow-up information requests.

Respondents will not be notified of the results of the evaluation. All information submitted in response to this announcement must arrive on or before the closing date. All capability statements shall be submitted via e-mail to the point of contact listed below.

Responses must be submitted no later than Friday, December 2, 2022, at 1:00 pm (EDT).

Documentation should be sent via email to:

Primary Point of Contact: Laurie Morris laurie.morris@nist.gov

Secondary Point of Contact: Jillian Staskin jillian.staskin@nist.gov

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