This article outlines the fields in EPIC necessary to create the RFI document record and how to request the Sensitivity Check for the RFI. In addition, this document explains what steps take place outside of EPIC.

Roles

Create RFI

Typically, the Technology Project Manager (TPO), or Project Monitor/Engineer should create the RFI in EPIC. You must have the EERE Project Lead role in EPIC to do so. If you need this role, click the gear icon in the upper right corner of EPIC, then click the Request New Roles link. The Office Administrator for your office must approve the new role.

Enter & Edit RFI Data in EPIC

The following Technology Office roles can edit RFI data in EPIC:

• Announcement-Level Roles: These roles are assigned on the Points of Contact page of the Announcement Planning tab
  • Announcement Manager/Back-up POC
  • Coordinating Office POC (except when assigned as “Contact” only)
  • Announcement Editor
  • Contractor Support
• Office-Level Role: If you need this role, click the gear icon in the upper right corner of EPIC, then click the Request New Roles link. The Office Administrator for your office must approve the new role.
  • Announcement Editor

Update Communications Page of EPIC RFI

The Technology Office Communications Lead is responsible for updating the Communications page of the RFI on a weekly basis (public announcement type and target public announcement issue date).

Assign Number to RFI & Set up RFI Mailbox

The GMS/CS is responsible for creating an RFI number in STRIPES, then assigning it to the EPIC RFI. For instructions, see EPIC Quick Guide: Create New Announcement and Add Number. The GMS/CS is also responsible for setting up the RFI mailbox. See instructions here.

Draft RFI Document

The Technology Office is responsible for completing the Request for Information (RFI) Template on the Knowledge Hub.

Review & Comment on RFI Document

The RFI document review process takes place outside of EPIC. The RFI Manager should ensure the following roles review:

• Topic Area Leads (if applicable)
• TPO (if applicable)
• Support Service Contractors
• Coordinating Office/Agency POC (if applicable)
• Technology Office Director
• Sector DAS & DAS Chief of Staff
• Grants Management Specialist/ Contract Specialist (GMS/CS)
• Grants Officer (GO)
• Field Legal Counsel
• HQ GC-33 (only if pursuing a FRN for the RFI)
• EE-1

Step 1: Create RFI in EPIC

Announcement Planning Tab

• Click the Announcement Menu and select Announcement Management.
• Click Create Announcement. A window opens to capture basic information about your new announcement.
• For Announcement Type, select RFI
• Enter a working Announcement Title. You can change this later if necessary.
• Select Year of Publication.
• Select the Anticipated Funding Source of the RFI.
• Select from a prepopulated list of Anticipated Funding Source Provisions if BIL or IRA is an Anticipated Funding Source.
• Servicing Office will be either Golden or NETL, depending on which office will publish the announcement.
• Select your Technology Office. You will not be able to change this later, so make sure you have it correct.
• Announcement Manager will default to your name. If you are creating this on behalf of someone else, start typing their email address to select that person from the drop down. You can change this later if necessary.

Announcement Development Tab

• Click on the Announcement Development Tab, then click the Communications page.
• If there will be a public announcement issued for the RFI, reach out to your Technology Office Communications Lead and ask them to enter the following data into EPIC:
  • Public Announcement Type
  • Target Date of Public Announcement (typically the same date as the RFI Announcement Issue Date)
• The Technology Office Communications Lead is responsible for:
  • Adding the RFI to the Communications Policy Calendar (outside of EPIC).
  • Keeping this information up to date in EPIC on a weekly basis.

Add Announcement Number to RFI

The GMS/CS is responsible for creating an RFI in STRIPES, and adding the STRIPES number to the EPIC RFI. For instructions, see EPIC Quick Guide: Create New Announcement and Add Number.

Step 2: Draft RFI Document and Send for Review/Approval (Outside of EPIC)

Create RFI Document

The Technology Office is responsible for completing the Request for Information (RFI) Template on Knowledge Hub.

Set up RFI Mailbox

The GMS/CS is responsible for setting up the RFI mailbox and sending the email address to the Announcement Manager, who will include it in the RFI document before sending it for review. The GMS/CS should submit a request in DAYS (https://doeprod.servicenowservices.com/) to create an RFI mailbox.

• Once logged into DAYS, select “Order Something”, then click “Collaboration” in the left-hand menu
• Click “Email Account” and then select “Group Email Mailbox Creation”
• Include what you want the mailbox to be named (e.g., XXXRFI@ee.doe.gov)
• Request that the following team members have access to the mailbox:
  • All the GMS/CSs supporting the RFI’s Technology Office (in case others need to fill in)
  • Grants Officer (GO)
  • Announcement Manager
  • Any other Technology Office RFI team members requested by the Announcement Manager

RFI Review/Approval Process

• The RFI review and approval process takes place outside of EPIC. For instructions, see the Request for Information (RFI) Approval Process and Federal Register (FRN) Process.

Upload documents to EPIC Document Library

• The RFI team should upload documentation of the RFI reviews/approvals to the RFI’s document library in EPIC. For instructions, see EPIC Quick Guide: Document Library.