Acquisition Management System SOO 2Feb26.docx

STATEMENT OF OBJECTIVES (SOO)

U.S. DEPARTMENT OF JUSTICE

ACQUSITION MANAGEMENT SYSTEM

TABLE OF CONTENTS

I. PURPOSE

II. BACKGROUND

III. SCOPE

IV. ESTIMATED PERIOD OF PERFORMANCE

V. PLACE OF PERFORMANCE

VI. PERFORMANCE OBJECTIVES, GOALS AND OUTCOMES

STATEMENT OF OBJECTIVES (SOO)

I. PURPOSE

The purpose of this contract is to provide a modern full procurement lifecycle enterprise-wide Acquisition Management System (AMS), including software licenses, system integration and implementation, training, and operation and maintenance (O&M) support.

The objective of this procurement is to acquire a Commercial Off the Shelf (COTS) and an integrated AMS that, at a minimum, satisfies the U.S. Department of Justice (DOJ’s) current functional, technical, internal, and external execution, regulatory, and reporting requirements. The Government requires a system that provides a force multiplying factor to the day-to-day operation and management of the Department’s portfolio of contract vehicles.

II. BACKGROUND

The DOJ and its component agencies currently use CGI’s Unified Financial Management System (UFMS) for the backbone of the Department’s financial systems. DOJ’s AMS shall interface fully with the UFMS system ecosystem including the software application ‘Momentum’ for procurement management. Below is a table that represents DOJ and the component agencies that make up the DOJ’s acquisition function:

For Fiscal Year (2024)

The purpose of this contract is to acquire a state of the art acquisition management system that uses COTS software to obligate the same approximate volume of funds each year, but that: A) eliminates duplicative work, B) aids the contracting professional in processing cradle to grave contracting actions in compliance with the FAR and applicable supplements, C) aids the contracting professional in managing his/her workload in a more efficient and effective manner, D) creates tools for the supervisor, manager and Office Head to oversee the workload by individual and by office and by organization as appropriate, E) allows for the current CGI UFMS to integrate on a ‘Momentum’ database with the AMS to pass data back and forth between the two systems, F) tracks and interfaces with DOJ’s Purchase Card System (optional), and G) with an emphasis on a user friendly and user centric interface specific to the Federal Acquisition workforce.

As of FY 2025, DOJ’s acquisition function includes:

FAC-C Contracting Professionals – 720 FAC-COR Program Office staff– 4,272 FAC-P/PM Project/Program Manager staff– 216

The CFS, also known as the Financial Accounting and Integrated Management Information System (DOJ’S FAMIS/Momentum Federal ERP), is Momentum for Federal Enterprise Resource Planning system and is hosted externally in a FedRAMP-compliant cloud environment. These users are primarily comprised of the agency’s acquisition workforce across the agency.

III. SCOPE

The Contractor shall provide a fully integrated COTS solution (including hardware, software, hosting, enterprise-wide licenses, Information Technical (IT) support services, system training, etc.) that meet the functional, technical, and reporting requirements identified in Section VI. The Contractor’s solution shall fully integrate data, functionality and workflow with DOJ’s Momentum Federal system. The Contractor’s solution shall also fully integrate data into the Federal Procurement Data System (FPDS), System of Award Management (SAM.gov), Contractor Performance Assessment Reporting System (CPARS), G-Invoicing, and IAE systems, as appropriate. The solution must be Software as a Service (SaaS) system that resides within a FedRAMP authorized environment. The Contractor shall be responsible for performing all patches and updates to the system throughout the period of performance to comply with DOJ and FedRAMP Authority to Operate (ATO) requirements. The Contractor shall also modernize within a beta-testing environment(s) and improve upon system features or customized functionality as requested by the COR prior to deployment.

The system shall provide cradle to grave contracting functionality including advance procurement planning, requisitions (funding and administrative), milestone plans, solicitations, commercial contract awards/modifications, which includes definitive contracts as well as indefinite delivery/indefinite quantity (IDIQ) base and task/delivery orders, General Services Administration (GSA) Schedule/Multiple Award Schedules (MAS) and other governmentwide acquisition contract (GWAC) delivery/task orders and modifications, blanket purchase agreements (BPAs) and calls and modifications; DOJ Enterprise-wide contracts and delivery/task orders and modifications, Cooperative awards and modifications, and modifications, interagency agreement (IAA) awards and modifications. The system may also track purchase card awards. The AMS shall provide workflow routing capability, as well as query, storing and reporting capabilities to support the efficiency and enhancement of the DOJ business and acquisition planning and processing environment.

The AMS shall provide complete acquisitions and financial data (via the Financial Accounting and Integrated Management System (FAIMIS) web service definition language (WSDL)) to be fully integrated into OCFO’s Financial System DOJ’S Momentum system. DOJ will use the AMS to create, store, and maintain all documentation for all transactions relating to federal commercial contracts, purchase orders, Interagency Agreements (IAAs) and cooperative agreements.

The AMS should be fully integrated into the Department of Treasury’s G-Invoicing system. DOJ will use the AMS to broker orders and exchange performance information between the DOJ and Federal Program Agencies (FPA). The AMS integration with G-Invoicing shall support Buyer Initiated Orders (BIO) and Seller Facilitated Orders (SFO).

Upon the initial deployment of the AMS, the Contractor shall meet the requirements defined in Section VI unless DOJ agrees that functionality can be prioritized/delivered at a later date, due to reasons such as: (1) functionality requires a change to the Financial System (e.g., adding new fields to the WSDL); and (2) functionality is changing/overridden in near future due to a federal mandate.

IV. ESTIMATED PERIOD OF PERFORMANCE

The estimated period of performance is a base period of 1 year, with 9 option years.

V. PLACE OR PERFORMANCE

Work shall be performed at the location of the Contractor’s facility, or DOJ headquarters in Washington, D.C. as needed. Temporary workspace is available when onsite at the DOJ headquarters facility.

VI. PERFORMANCE OBJECTIVES, GOALS, AND OUTCOMES

ACQUISITION MANAGEMENT SYSTEM (AMS)

FUNCTIONAL SYSTEM REQUIREMENTS

1. Acquisition Planning

a. The system shall have the ability to create Advanced Procurement Plans (APPs). The plan must include:

1) A brief description of the product/service required

2) A more detailed description of the product/service required

3) Fiscal Year of anticipated award

4) Product Service Code (PSC) and North American Industry Classification System (NAICS) code

5) Accounting values to fund the award

6) Fields to capture DOJ-specific information such as required approvals, previous contract information, etc.

7) Estimated Dollar Value

8) Anticipated award type/competition information

9) Projected date for submission of the requisition

10) Contracting Officer’s Representative (COR)

11) Program Office

12) Required award date

13) Ability to route to the Approving Official (AO) and Funds Certifying Official (FCO) for approval.

2. Requisition (all award types)

Requirements Development

a. The system shall have the ability to create requisitions (also known as purchase/procurement requests) for new procurements as well as modifications to existing awards. The requisition functionality shall include:

1) Basic information required to move forward with an action such as: purpose, description, point of contact, contract/task order numbers (for modifications to existing contracts), other DOJ-specific information in additional data fields.

2) Requirements development functionality – tools to build requirements definitions documents (Performance Work Statements, Statements of Work, Statements of Objectives)

3) Ability to create/link the requisition from/to the APP.

4) Ability to upload supporting documentation for the request such as the Statement of Work, Independent Government Cost Estimate (IGCE), and other documents and file types.

5) Ability to include line items with the accounting string(s), either funded or subject to the availability of funds. Includes validation of budget and accounting string to include funds availability for funding requisitions.

6) Ability to submit requisitions with or without funding, depending on the type of action requested.

7) Ability to quickly review the requisition (such as a snapshot) without having to open the requisition itself.

8) Ability for the requisitioner to include special instructions or notes to the Buyer.

9) Built in workflow to ensure internal controls are maintained through the review/approval process, and through funds certification.

10) Workflow flexibility to allow for changes to the requisition during the routing process prior to final approval.

11) The system shall have email notification capabilities and/or user profile notifications to alert users to the progression of a requisition in workflow, as well as assignment of a requisition for action.

12) The system shall have internal notification capabilities and/or user profile notifications with customized descriptive text and attachments. This notification option is outside of any workflow process and serve as notification to users upon login/access to the system.

13) The system shall maintain a complete record of the routing and status history for each requisition.

14) Once the requisition is approved and funds are committed, automatic routing to the appropriate branch chief in the AMD for assignment.

15) Functionality shall include the ability for a branch chief to review the requisition and supporting documentation to determine if the package is acceptable and to accept or reject a requisition prior to assignment. Rejection of the requisition shall send the requisition back to the requisitioner with an explanation of what is missing.

16) Once the requisition is accepted, allow the branch chief to assign the requisitions to staff members as appropriate and assign a milestone plan.

17) When an award is made from the requisition, if any funds remain committed on the requisition that are not needed, the system shall be able to automatically decommit those remaining funds. This shall include notification from the FCO that these funds are being decommitted.

18) Have an “Inbox” on the buyer’s desktop that shows all requisitions assigned to that person. Allow for the creation of folders in the “Inbox” to move requisitions to sub-folders.

b. The system shall have the ability to track milestones, workload and Procurement Administrative Lead Time (PALT) for approved requisitions, to include:

1) The ability to create a milestone plan for each requisition once it is assigned to a buyer, either using a selection of standard milestone templates, or through the creation of a unique one.

2) Each milestone plan shall include the planned, updated, and actual dates for each step on the plan. In addition, buyers shall be able to add comments for each step on the schedule.

3) The system shall provide a mechanism for reporting out on these milestone plans, whether through the system itself or through a data extract.

c. Accounting data and requisition data, (inclusive of any accounting dimension/reference data such as, but not limited to, Budget Object Codes, Treasury Account Symbols, POP, Office Codes, Division/Branch Codes, and customized accounting fields) that are included in the requisition and any amendments to the requisition shall be fully integrated into DOJ’s Financial System Momentum system.

3. Solicitation (contracts, purchase orders, BPAs)

a. Buyers shall be able to create a solicitation from the requisition.

b. The system shall include or be able to house best practice evaluation strategies/criteria and templates that are tailorable to individual requirements.

c. Solicitation clauses/provisions.

1) Buyers shall be able to select appropriate clauses/provisions based on prescription.

2) The systems shall include the ability for the buyer to view the current clause/provision and prescription.

3) The system shall have the ability to create system-level clause templates for different award types to be used during the creation of the solicitation.

d. All Standard and Optional Forms prescribed by the FAR shall be available within the system and populated within the system using the data. Minimal data entry shall be required to complete the forms.

e. The creation of custom forms utilized by Department/Bureau with customizable input data elements, e.g. source priority chart, purchase card acquisition, etc.

f. Buyers shall be able to create and post announcements from the solicitation (i.e., pre-award solicitation notice, special notices, etc.) to SAM.gov Contract Opportunities.

g. Buyers shall be able to post the solicitation to SAM.gov Contract Opportunities and GSA points of entry.

h. Buyers shall be able to distribute the solicitation electronically to external users (potential offerors).

i. Offerors shall be able to submit questions and their proposals electronically into the system, to include timestamps for document receipt to confirm timely submission.

j. Buyers shall be able to create and maintain the solicitation file in accordance with the requirements in Section B.1 below.

4. Proposal Evaluation and Documentation

a. Buyers shall be able to establish evaluation teams, restrict access to the necessary individuals, and document proposal/quote/response evaluation.

b. The system shall provide systematic evaluation functions that afford step by step reviews by all designated personnel for price and non-price evaluation factors

c. The system shall provide reporting functions that allows Buyers to consolidate individual evaluations into a consensus report.

5. Award (contracts, BPAs, delivery/task orders, BPA Calls, purchase orders, purchase card awards [TBD])

a. Buyers shall be able to create the contract/BPA/purchase order from the solicitation, to include the ability to refresh the clauses to ensure the latest version of each clause is included in the award document. This includes all types of Contract Line Items (CLINs) in accordance with the Uniform Contract Line Item System, provisions and clauses, supporting documents in the solicitation file, and all other associated data.

b. Buyers shall have the option to create the award from the requisition if there is no solicitation.

1) Buyers shall be able to select appropriate clauses based on prescription.

2) The system shall include the ability for the Buyer to view the current clause/provision and prescription.

3) The system shall have the ability to create system-level clause templates for different award types.

c. Support of the technical proposal evaluation documentation. Separately documents the evaluation of business/price proposals for “total evaluated price”. May include cost realism analysis.

d. All Standard and Optional Forms prescribed by the FAR and other Customized Forms shall be available within the system and populated within the system using the most current, validated data. There shall be minimal data entry needed to complete the forms.

1) The system shall support electronic signatures on all forms.

2) All award documents must be able to be saved as .pdf files once approved.

e. The system shall support the collection of DOJ custom data elements such as, but not limited to:

1) Strategic Acquisition Commodity Code

2) Accounting values

3) PSC/NAICS codes

4) COR and Alternate COR

5) Program Office

6) Buyers shall have the ability to create CLINs and sub-CLINs as required by the FAR. Obligations will occur at the CLIN level.

7) Period of performance shall be captured at the CLIN level.

8) Ability to identify optional CLINs is required.

9) Quantity/Unit Price/Dollar value can be selected for each CLIN, with the ability to capture separate pricing at the sub-CLIN level if required.

10) All data elements at the CLIN and sub-CLIN level shall be reportable.

11) Ability to report on all purchase card data.

f. Buyers shall have the ability to route the entire award file or individual documents for review and/or approval to the Contracting Officer (CO), Legal Counsel, or other agency staff as required.

g. Prior to CO approval of the award, the system shall interface with Federal Procurement Data System (FPDS) to submit required data to that system. The interface shall be a two-way interface that minimizes the amount of data entry required in FPDS. The system shall have the functionality to prevent an award from being made without a valid FPDS entry.

h. The system shall provide built in workflow to ensure internal controls are maintained during the review/approval process, through CO approval, at which time the obligation is sent by the AMS to DOJ’S Financial System Momentum system (with minimal manual intervention). The system shall maintain a complete record of the routing history for each award.

i. The system shall provide a summary/snapshot of the award to include the total award ceiling amount (base and all options), current exercised and remaining ceiling, and current total obligations.

j. Buyers shall be able to create and maintain the award file in accordance with the requirements in Section B.1 below.

k. Buyers shall have the ability to send documents to vendors electronically from the system, and the ability to receive documents from vendors electronically in the system.

l. The system shall have the ability to post award notices to SAM.gov Contract Opportunities

m. The system shall have the ability to notify unsuccessful offeror(s) of an award.

n. In addition to the requirements in this section, the following additional requirements are specific to delivery/task orders and BPA calls:

1) Buyers shall be able to create a delivery/task order or BPA call from the contract or BPA.

2) Buyers shall be able to reference other agency contracts (for example, National Aeronautics and Space Administration Solutions for Enterprise-Wide Procurement (NASA SEWP), Federal Supply Schedule) when creating delivery/task orders from those contracts in the system.

o. Accounting string data and award data, (including any accounting dimension / reference data such as, but not limited to, Budget Object Codes, POP, Office Codes, and Division/Branch Codes) that are included in the award and any modifications to the award shall be fully integrated into DOJ’s Financial System Momentum system.

6. Contract Administration

The Department of Justice components have had recurring findings from standard Office of the Inspector General audits. These findings and recommendations are published and available on the Department of Justice’s outward facing websites.

a. Post Award workload tracking and notification

1) Dedicated module or sub-capability for Contract Administration and Post-Award Management Sub-functions:

a) Contract modifications and amendments (routing, approvals, documentation)

b) Change orders, contract deliverables tracking, and performance milestones

c) Performance monitoring and metrics (SLAs, penalties, incentives)

d) Deliverables management, acceptance testing, and inspection records

e) Archiving and retention schedules (records management aligned with DOJ policy)

f) Integration with CPARS

2) Be able to automatically generate common modifications (COR changes, Close Out, Option Exercises, etc.)

3) Track and send Option Exercise Intent notifications

4) Ensure audit trails are explicit for all post-award actions (who did what, when, why, and supporting documents).

5) Define end-to-end workflow diagrams for post-award life cycle, including exception handling and escalation paths and default CO routing.

6) Allow for end of Period of Performance notifications

b. File system: The Contractor shall ensure that the AMS incorporates a secure and user-friendly file management system capable of efficiently storing, organizing, and maintaining all contract-related documents. Specifically, the system shall include the following capabilities:

1) Document Storage and Management:

a) The system shall securely store all contract files, including initial contract documents, amendments, modifications, and related correspondence.

b) The AMS support version control to track changes and modifications to contracts, ensuring that the most current version is readily accessible while maintaining a historical record of all revisions.

2) Folder and File Structure:

a) The system shall allow for the creation of a hierarchical folder structure to organize documents logically and intuitively based on contract type.

b) Users shall have the ability to add, delete, and modify folders and files easily within this structure.

c) The system shall support the storage of large files and documents without performance degradation.

3) Naming Conventions:

a) The system shall facilitate the development and implementation of standardized naming conventions for folders and files.

b) The system shall allow users to assign names following these conventions, ensuring consistency, ease of retrieval, and clarity.

c) The system shall support customization of naming conventions to accommodate evolving organizational needs and standards.

4) User Interface and Accessibility:

a) The system shall provide a user-friendly interface that allows authorized personnel to quickly add, delete, and modify documents with minimal training.

b) The system shall support bulk upload and download of files, including large-sized documents, to enhance efficiency.

c) The system should be an acquisition-focused system factoring in current and future acquisition requirements, responsibilities, and regulations.

5) Document Modification and Versioning:

a) The system shall enable users to modify existing documents within the system, with appropriate version control and audit trails.

b) Users shall be able to compare different versions of documents to track changes over time.

6) Permissions and Security:

a) The file system shall incorporate role-based access controls to ensure that only authorized users can modify, delete, or add documents.

b) The system shall include audit logging capabilities to track all document-related activities for compliance and oversight purposes.

7) Deletion and Archiving:

a) The system shall permit authorized users to delete documents when appropriate, with safeguards to prevent accidental deletions.

b) The system shall support archiving of obsolete or superseded documents, ensuring they are retained in accordance with organizational policies and regulations.

8) Integration and Compatibility:

a) The file management system shall integrate seamlessly with other modules of the AMS and existing organizational systems.

b) The system shall support compatibility with common file formats and storage standards.

c. Data Integrity and Controls:

1) Strengthen data governance:

a) Data ownership and stewardship assignments for key data elements (contract numbers, modification identifiers, obligation IDs, milestones).

b) Data quality rules and automated validations at entry, modification, and closeout.

2) Implement robust access controls:

a) Role-Based Access Control (RBAC) mapped to job functions (contracting officer, contracting specialist, supervisor, COR, PM, auditor, etc.).

b) Separation of duties for approvals, modifications, and financial actions.

3) Auditable event logging:

a) Immutable audit logs for all actions (view, create, modify, approve, delete, closeout).

b) Time-stamped records and non-repudiation where feasible.

4) Reconciliation and exception management:

a) Automated reconciliation between AMS and UFMS for obligations, encumbrances, and payment status.

b) Exception dashboards and alerting for data mismatches, missing approvals, or late milestones.

5) Data retention and disposition:

a) Clear retention schedules and disposition workflows, aligned with DOJ policies and statutory requirements.

d. Modifications:

1) The system shall have the ability to create a modification to an award either directly from the award itself, or from the requisition.

2) The system shall be able to recognize modifications (including by not limited to funding, options, extension, administrative, termination, changes, and negotiated modifications) to the award document and generate a summary/conformed copy for the SF30 (Amendment of Solicitation/Modification of Contract).

3) Buyers shall be able to save all file documentation electronically with the modification.

4) The system shall have the ability to maintain both a conformed and non-conformed version of each award.

Prior to CO approval of the award, the system shall interface with FPDS in order to submit the required data to that system. The interface shall be a two-way interface that minimizes the amount of data entry required in FPDS. The system shall have the functionality to prevent a modification from being awarded without a valid FPDS entry. The system shall provide built in workflow to ensure internal controls are maintained during the review/approval process, through CO approval, at which time the obligation or administrative change is sent to Financial System DOJ’S Momentum system and Department of Treasury’s G-Invoicing system (with minimal manual intervention).

e. Vendors/recipients shall have the ability to submit invoices, deliverables such as Monthly Status Reports and other documents electronically into the system.

f. Accounting string data and modification data, (inclusive of any accounting dimension/reference data such as, but not limited to, Budget Object Codes, TP Main Account Codes, POP, Office Codes, and Division/Branch Codes) that are included in the award and any modifications to the award shall be fully integrated into DOJ’s Financial System Momentum system.

7. Closeout (all award types):

a. The system shall have the ability to identify awards that are ready for close out.

b. The system shall have the ability to identify requisitions that are for closeout actions.

c. The system shall have an automated closeout checklist to track receipt of documents needed for close out.

d. The system shall be able to delineate modifications for close out from other modifications.

e. The system shall have the ability to mark an award closed after all documents have been received and after funds have been de-obligated via modification (if necessary).

f. Prior to CO approval of the award, the system shall interface with FPDS to submit required data to that system. The interface shall be a two-way interface that minimizes the amount of data entry required in FPDS. The system shall have the functionality to prevent a modification from being awarded without a valid FPDS-NG entry. (Contracts, BPAs and related orders only). Once the closeout modification is awarded, the system shall automatically interface with FPDS to mark the award closed.

g. Upon CO approval of the IAA award, the system shall interface with G-Invoicing to close out the Order in G-Invoicing.

h. The system shall provide built-in workflow to ensure internal controls are maintained during the review/approval process, through CO approval, at which time the de-obligation is sent to Financial System DOJ’S Momentum system (with minimal manual intervention) and G-Invoicing, if IAA.

OVERARCHING FUNCTIONAL SYSTEM REQUIREMENTS (spans all phases)

1. Workload Tracking

a. The System shall provide a requisition to close out workload management function that allows supervisory/lead oversight and management of all workload attributed to a specific team or group.

b. The tracking capabilities shall allow supervisor/lead roles the ability to move and monitor workload, identify delays, dashboard reporting, visual milestones, access to files and attached documents.

c. The system shall allow the customer to create tailored views and reporting based on workload tracking data.

d. The system shall track and report on Contracting Officer’s Warrants and Authorities with the ability to save copies of current warrants

e. The system shall track and report on certified Contracting Officer’s Representatives (CORS) with the ability to save copies of COR nomination letters

2. Design & Configuration

a. Workspace Collaboration Capability. The system shall have the capability for real-time collaborative editing, centralized communication, and streamlined routing and approvals for all procurement-related documents. The collaboration workspace shall help the requirements program office, budget, finance, and acquisition office work together efficiently and transparently on procurement-related documents.

The system shall have:

1) Workspaces that will allow each stakeholder to edit the document as required, in real-time.

2) A central hub where all communications and actions are recorded and tracked, eliminating the need for scattered emails and phone calls.

b. Real-time Editing Capabilities. Real-time editing and collaboration integrations shall include native support within the AMS to enable simultaneous editing of documents directly within the AMS or via integrated viewers/editors.

These shall support the following functions:

1) Users can leverage real-time collaboration tools for attachments and supporting documents, allowing multiple users to view and edit a document simultaneously.

2) The AMS shall allow teams to work on documents directly within the AMS platform, enabling native or tightly integrated document editing experiences.

3) External collaborators (non-AMS users) securely participate with controlled permissions. The integration can extend collaboration to individuals who are not AMS users, as appropriate through secure guest access or external sharing mechanisms.

4) All changes and updates shall be automatically saved and stored within AMS, ensuring version control and a complete audit trail.

5) The AMS shall provide a centralized library of documents and forms that users can manage and access.

3. Award File

a. DOJ does not create physical files for awards of any type.

The system shall have the following functionality for all award types (contract, task/delivery order, BPA, BPA call, IAA:

1) Ability to store documents using an electronic file format and structure similar to a physical file using pre-designed folder structure templates for this purpose.

Users shall also have the ability to create folders and subfolders that contain required file documentation.

2) Allows users to upload multiple documents to the electronic file at one time, with the capability to move those electronic files easily from one folder/sub-folder to another (drag and drop or similar functionality).

3) Allow users to open, edit, and sign documents within the system.

4) Allow users to secure files to individual users or user groups to ensure acquisition integrity.

b. The system shall have the functionality to perform records management functions for electronic files, as prescribed by the FAR and National Archives and Records Administration (NARA).

c. COR/Alternate CORs are automatically provided view only access to award documents when they are named as the COR/Alternate COR on the award.

d. Ability for each CO, Contract Specialist, and manager in AMD to have full access to all award documents in the system.

4. Numbering Scheme

The system shall support the agency’s numbering scheme for APPs, requisitions and award documents by automatically generating those each time a new document is created. The numbering schemes shall be FAR-compliant when applicable.

5. Internal Controls

a. Requisitions The system shall have controls so that the last two approvers on every requisition are the Approving Official and the Funds Certifying Official (FCO). The FCO must be the last approver as funds are committed upon approval of the requisition.

b. Award documents

1) The system shall allow a non-warranted buyer (Contract Specialist) to create an award and route it for award/approval by a warranted Contracting Officer.

2) The system shall have controls in place to limit approvals by warrant authority – both warrant type and dollar limitations.

6. System Synchronization

a. The proposed solution shall transmit data to DOJ’s Financial System - Momentum systems on a real time basis.

b. The proposed solution shall include a process to ensure that the data sent from the AMS has been processed in DOJ’s Financial System - Momentum system.

c. The proposed solution shall transmit data to Treasury’s G-Invoicing application on a real-time basis.

7. Unilateral and Bilateral Digital Signature Capability

The system shall provide the option for unilateral and bi-lateral signature, in alignment with paperless contracting initiatives and streamlined government/vendor communications.

This capability shall include the following:

a. Ability to use a third-party agreement with a digital signing authority (DOJ currently uses DocuSign);

b. Ability to determine if an award action is unilateral or bilateral.

c. Ability to specify an external point of contact for signature;

d. Ability to integrate with existing workflow and Financial interface configurations.

e. Ability to control expiration of signature package; and

f. Ability to audit and track bilateral workflow from within the system via award document statuses and history.

8. Reporting

The Contractor’s solution shall provide the necessary interfaces to the agency data warehouses as identified by the COR.

The Contractor’s solution shall provide the following reports by Suborganization:

a. Productivity Reports by Office, by Section, by Unit and by individual. At the DOJ level, Reports by Component procurement office. To include actions compared to Procurement Lead Times for those actions, and by milestone in the procurement schedule.

b. After contract award the Reports will track the administration of the contract from the post award kick off meeting, to the assignment of Contracting Officer’s Representatives, and key milestones in the procurement schedule. The contract will display and report on current funding levels, expenditures against that funding, and notices when the contract is approaching insufficient funding, an option period to be exercised, or an expiration date. Additional reports include, accurate open contract reports, expired contract reports, reports for CORs assigned to contracts, reports for option years, and reports for contracts requiring closeout.

c. The contractor’s reporting system will provide an interface for the ESRS, the FPDS system, SAM.gov, and CPARS reporting system.

d. DOJ will continue to use this portal to provide the acquisition community with its procurement reporting needs. This one-stop portal allows the users to quickly access the reports without logging into the acquisition management system. The acquisition data that feeds into the reports will be housed in the DOJ’s data warehouse.

The system shall allow for custom reporting capabilities that should include all data maintained in the system. Custom and standard reporting feature similar to FPDS/SAM reporting should be available to acquisition management staff and not require extensive coding or permissions outside of Acquisition Management to build reports. Reporting capabilities should be able to be customized easily and in a short period of time without approval outside of acquisition management.

9. Communication

The system shall allow email transmission of contract pre-award, award, and post-award documents to contractors. The system shall have the ability to retrieve contractor email addresses or can send blast email notifications by the DOJ’s system administrator or designated official for contractor notification letters.

OVERARCHING FUNCTIONAL SYSTEM REQUIREMENTS (spans all phases)

1. Technical Requirements

a. Provide documentation supporting an approved, certified FedRAMP certified (moderate or higher) end-to-end Contract Writing System (CWS), branded as the Unified Contract Writing System (UCWS) on a single platform, that is used by Cabinet-level agencies that allows the Department to leverage the Cabinet-level agency’s authority to operate (ATO). The documentation must include updated status regarding outstanding Plan of Action and Milestones (POAMs) and be accessible to the Department and Component IT security resources.

b. Provide appropriate SOC1 & SOC 2 audit artifacts are available to the Department, as required.

c. Provide measures to ensure that no data resides outside of the U.S. and remains secure in accordance with FedRAMP and DOJ guidelines.

d. Provide backup and recovery services as part of the FedRAMP hosting services.

e. Integration with DOJ Oracle/SQL Server/SAP-HANA-based systems that house data via Application Programming Interfaces (APIs).

f. Integration with the following Department’s reporting systems:

1) Drug Enforcement Administration (DEA), Financial Information Reporting & System Tools (FIRST), an Oracle-based solution

2) Justice Management Division (JMD) Justice Enterprise Data Integration & Business Intelligence Portal (JEDI-NG), an SAP-HANA-based system utilizing cBEYONData CFO Control Tower

3) Federal Bureau of Investigation (FBI) Financial & Reporting Analytics (FRA), based upon Webfocus

4) Support integration with UiPath robotic processing automation (RPA).

g. Ensure compatibility with the following Internet browsers: Microsoft Edge and Google Chrome with little to no browser configuration changes.

h. Support application access via single sign-on using PIV and approved DOJ authentication methods (OKTA) that do not require custom development by the Contractor or the Government.

i. Support access from Government-furnished mobile devices and tablets, if allowable by the Government, that use either iOS or Android operating systems in a secure manner used within the Federal Government.

j. Support either centralized or decentralized management of Department and Component user accounts that comply with varying account management policies.

k. Provide the ability to archive data at the end of the system life, according to NARA General Records Schedules, in a format that is usable by the Government, including but not limited to: Microsoft Office (e.g., Word, Excel, Access, PowerPoint) and Adobe PDF.

l. Allow access to Department and Component IT security resources to support testing activities (e.g., penetration testing, vulnerability testing) related to the use of Government systems.

m. Provide a testing platform to support the testing of future system changes and upgrades.

n. Provide the Government with online notification of all service disruptions.

o. Provide the Government with advanced notice of at least 5 business days of planned service disruptions.

p. Provide the government with system performance statistics (e.g., uptime, downtime) on a quarterly basis.

q. Provide the ability to convert contract-related data from the Department’s Momentum Financials & Acquisitions’ systems, knowns as the Unified Financial Management System – Amazon Web Services (UFMS-AWS) for its SBU customers and the Unified Financial Management System – Secured Cloud (UFMS-SC) for the FBI.

Listed below is the current user count and history for each DOJ entity

1) UFMS-AWS User Counts

a) DEA since January 2009 (Current active users: 1998)

b) ATF since October 2010 (Current active users: 407)

c) BOP since 2011 (Current active users: 6021)

d) USMS since 2011 (Current active users: 11198)

e) OJP since October 2020 (Current active users: 285)

2) All other components residing in the OBDs/JMD/USA/EOUSA since October 2012 (Current active users: 1689)

a) UFMS-SC User Counts

b) FBI since October 2013 (Current active users: 1326)

r. Provide real-time/bi-directional integration with the UFMS-AWS and UFMS-SC systems, current version 8.1.4. The contractor shall ensure that the interface stays up to date as the Department upgrades its UFMS-AWS / UFMS-SC. The next UFMS-AWS upgrade is estimated for May 2026, and the UFMS-SC upgrade is estimated for February 2027.

s. Provide a site-to-site Virtual Private Network (VPN) between the Department’s email services and the contractor’s cloud service provider, to support the Simple Mail Transfer Protocol (SMTP) email notification email feature in the taxable travel system, and traffic related to UFMS interface. This includes VPN software, setup/configuration, and ongoing maintenance.

t. Provide a site-to-site Virtual Private Network (VPN) between the FBI’s email services and the contractor’s cloud service provider, to support the Simple Mail Transfer Protocol (SMTP) email notification email feature in the taxable travel system, and traffic related to UFMS interface, as necessary. This service will leverage the existing DOJ VPN, i.e., no additional VPN will be included. This includes VPN software, setup/configuration, and ongoing maintenance.

2. Security & Compliance Requirements

a. Ensure compliance with existing DOJ security policies that exceed FedRAMP standards as noted in the DOJ Order 904 Cybersecurity Program https://www.justice.gov/jmd/page/file/964941/dl?inline including controls described in NIST SP 800-53, Security and Privacy Controls/or Information Systems and Organizations; DOJ-specific security controls for unclassified information and information systems in the Unclassified Security Control Matrixes for Revisions 4 and Revision 5.

b. Provide the necessary Cybersecurity and Infrastructure Security Agency (CISA) software attestation information. Proposal submissions may be considered noncompliant in accordance with the solicitation when the CISA attestation form, Attachment 3, is not completed and either 1) submitted directly to the CISA Repository for Software Attestations and Artifacts or 2) submitted to supplychain@usdoj.gov and the Contracting Officer if unable to submit the form online. In addition, the vendor must confirm which submission method was used for completing and submitting the attestation form within the proposal response.

c. At minimum, the contractor services provided shall comply with the following:

1) DOJ Information Technology/Information Management Technical Standards: https://www.DOJ.gov/public-involve/open/digital-government/policyarchive/index.html

2) DOJ Data Retention Policy:

3) MD 3.53 – DOJ Records and Document Management Program

4) DOJ Comprehensive Records Disposition Schedule

5) NARA’s General Records Schedules

6) NARA Transfer Guidance for Permanent Electronic Records

7) MD 12.5 DOJ Cybersecurity Program

8) DOJ Information Security Program

9) Office of Shared Solutions and Performance Improvement CWS Requirements

10) Federal Information Security Modernization Act of 2014 (FISMA 2014)

11) DOJ Privacy Program (https://www.DOJ.gov/privacy/index.html)

12) National Institute of Standards and Technology (NIST) Special Publication (SP) 800-53 Rev 5 “Security and Privacy Controls for Information Systems and Organizations”

13) NIST SP 800-160 Vol. 1 “Engineering Trustworthy Secure Systems”

14) NIST SP 800-161 “Cybersecurity Supply Chain Risk Management Practices for Systems and Organizations”

15) The Office of Management and Budget (OMB) M-21-31 “Improving the Federal Government's Investigative and Remediation Capabilities Related to Cybersecurity Incidents”

16) NIST SP 800-37, “Risk Management Framework for Information Systems and Organizations: A System Life Cycle Approach for Security and Privacy

17) FIPS Publication 199, “Standards for Security Categorization of Federal Information and Information Systems”

18) FIPS Publication 200, “Minimum Security Requirements for Federal Information and Information Systems”

19) NIST SP 800-18, “Guide for Developing Security Plans for Federal Information Systems”

20) NIST SP 800-60, “Guide for Mapping Types of Information and Information Systems to Security Categories”

21) NIST SP 800-137, “Information Security Continuous Monitoring for Federal Information Systems and Organizations”

22) Federal Risk and Authorization Management Program (FedRAMP) Requirements (as applicable)

23) NIST Cryptographic Standards and Guidelines

24) Compliance with DOJ Controls with FedRAMP security control requirements.

3. Operations & Maintenance and Helpdesk Support Requirements

The Contractor shall include Operations and Maintenance (O&M) support as part of its offering.

a. O&M support includes functional / technical application help desk support in which the costs of the helpdesk shall be included as part of the offering.

b. Functional help desk support includes but is not limited to addressing functional questions and issues (e.g., account management; configuration management; business process) related to its offering.

c. Technical help desk support includes but is not limited to addressing technical questions and issues (e.g., integration issues with DOJ systems; ATO support needed to maintain the Department’s CWS ATO; and security support required to address audit questions and annual contingency planning activities) related to the SaaS solution.

d. The Offeror shall document their expected response time for addressing functional/technical help desk support requests. Expedited support requests will be required during peak periods (e.g., quarter-end, year-end, audit close) as required by the Government.

e. The Offeror shall make available reference and self-help documentation, including videos online as part of its O&M strategy.

4. Migration Requirements

a. The Contractor shall migrate the following Components/Bureaus (ATF, BOP, DEA, OBDs (including JMD), OJP, and USMS) onto a single Contract Writing System from UFMS-AWS.

1) Each component will have its own separate location (e.g., directory, partition) on the proposed CWS to support component-specific CWS activities

2) There will be at least one shared location on the proposed CWS to support shared CWS activities

b. The Contractor shall migrate the FBI from UFMS-SC onto a separate Contract Writing System

5. Planning Requirements

a. The Contractor shall draft a high-level plan to cover the migration. The high-level plan should be in a Gantt chart format with sufficient details to cover functional and technical activities.

b. The Contractor shall provide a ROM cost estimate to cover the migration to the CWS solution and a separate ROM to cover the operations & maintenance (O&M) for the CWS solution.

1) The migration ROM will cover the costs to acquire, configure, test, train, and cutover to the CWS. All CWS and CWS related license costs are to be included in the ROM. CWS costs related to integrations that needs to be developed by the CWS vendor, including integration to/from UFMS-AWS and UFMS-SC and reporting systems must be included.

Development and maintenance of integrations that resides within UFMS-AWS, UFMS-SC, and DOJ reporting systems are the responsibility of DOJ

2) The O&M ROM will cover costs for the initial base year (GO-LIVE), and each of the next four years of O&M. The O&M ROM will include costs for all and all CWS & CWS related licenses, yearly upgrades, helpdesk support, and maintenance of integrations.

Development and maintenance of integrations that resides within UFMS-AWS, UFM-SC, and reporting systems are the responsibility of DOJ

3) All CWS license products and CWS-related license products must be disclosed

The go-live for the implementation shall coincide with the start of a fiscal year with a blackout/conversion period to account for the migration.

6. Training Requirements

a. The Contractor shall provide a training platform to support end-user and administrative personnel.

1) Core Users:

a) Contracting Officer Representatives (CORs)

i. Roughly 4,300 SBU users are classified as CORs, majority are not active, named-users in our current UFMS-AWS system

ii. Roughly 800 classified users are classified as CORs, majority are not active, named-users in our current UFMS-SC system

b) Contracting Staff (CS)

i. Roughly 700 SBU users are classified as CS, who are active, named-users in our current UFMS-AWS system

ii. Roughly 115 classified users are classified as CS, who are active, named-users in our current UFMS-SC system

2) Non-Core Users:

a) Roughly 11,600 SBU users are classified as non-Core users, who are active named- users in our current UFMS-AWS system

b) Roughly 1,330 classified users are classified as non-Core users, who are active, named- users in our current UFMS-SC system

b. The Contractor shall provide instructor-led, online, or computer-based training that covers the various roles and features of the system for administrative and end users as part of the vendor solution.

1) The Contractor shall provide up to 2 one-week long instructor-led, hands-on, role-based training sessions in DOJ-provided classrooms and webcast form for administrative personnel across the DOJ bureaus locations. Specific locations will be negotiated with the Offeror.

2) The Contractor instructor-led classroom training courses shall accommodate up to 25 students per class and shall cover the full end-to-end process allowing the trainees to administer the system.

c. The Contractor shall provide training materials and guides that are updated and accessible by the government as application changes occur.

d. The Contractor shall make available system training materials and guides in electronic format.

e. The Contractor shall aid with Department and Components resources in the development of Department-specific and Component-specific training…