Attachment_1_-_Online_Ordering_System_Specifications.pdf

Attachment 1: Online Ordering System Specifications

Online Ordering System Requirements

The Contractor must provide OJS at no additional cost a secure and reliable online ordering system with a method for the placement and tracking of orders online, for use in regular reporting activity by the COR.

The requirement must be technically sound web solution for online ordering capabilities.

1. Ordering System

a. The Inclusive Online Ordering system must be a web-based system and is mobile accessible. It also must have capabilities of a browser-based Internet service from handheld mobile device, such as smartphones through a mobile or other wireless network. The online ordering system must have the requirement to place orders through a browser-based system and have handheld optimization for mobile ordering capabilities.

b. The ordering system must also be designed to allow high volume of traffic to have multiple users’ access during normal business hours. System technical assistance must be available 24 hours a day, 7 days a week for online access, ordering assistance, or necessary maintenance.

Periodic service outages must be planned in advance during off hours with minimal obstruction to the system.

c. The online ordering system must be secured using an approved identity and authentication online security system. Technical requirements for the website shall be similar in comparison to having Symantec security solution.

d. The ordering system must have a fully customizable functionality for website design/layout, including the authorization to utilize OJS graphics/Images for the ordering categories, uniformed officer images and OJS patchwork/logos.

e. Product Inventory must be displayed in real-time on the website prior to ordering. Enhanced feature must also display back ordered items and display a tentative date when products will be back in stock

f. Ordering system shall be compliant with Section 508 of the Rehabilitation Act (the Act) of 1973 (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998, and the Architectural and Transportation Barriers Compliance Board (Access Board) Electronic and Information Accessibility Provisions (36 CFR Part 1194).

2. User Profiles/Roles

a. The online ordering system must be only accessible by authorized users defined and approved by OJS management. Each user will be provided a unique username and assigned a system password. The uniform system profile must be established for each user to be serviced through the online ordering system.

b. The system must be designed to support a broad range of user uniform ordering requirements.

The user’s profile shall only have products visible that are available to that user by assignment category/group (Correctional Officer, Police Officer, Radio Dispatcher, etc.). This will prevent the user from ordering incorrect/unauthorized uniforms, equipment or embellishments (emblems, rank insignia, etc.) that the user is not authorized to purchase.

c. A uniform user profile must be established with each user to be serviced through the contractor’s online ordering system. The profile will define the users operating parameters in which the system will govern, to include: user (employee) management, allowance management, customized product authorization, delivery requirements, ordering approvals, order tracking, reporting, funding and invoicing, and user’s tailoring measurements.

d. The headquarters COR will have the ability to add or delete users, change employee assignment category/groups, change user status (suspended, detailed, temporary assignment change), updating user profiles, etc. The contractor will have access to manage these actions on behalf of OJS, if necessary.

3. User Allowances

a. Authorized OJS employees may be paid an annual uniform allowance not-to-exceed their annual allotments unless otherwise authorized. This allowance is specifically provided for the purchase and maintenance of the uniform and footwear. Each authorized user will be assigned an allotment category as directed by the COR.

b. The system will track the orders for the individual user and draw down from the annual allowance. Once the allowance balance is depleted by customer enrollment date (fiscal year end, hire date anniversary, task order date, etc.) the allowance is either re-enrolled for the new annual period or if the user has an unused allowance at the end of the annual period.

c. Real time funding allotments must have the functionality to automatically roll the balances over month to month until the authorized allotment balance has been depleted. Allotment functionality must also have the capability to be manually increased or decreased upon the discretion of the government.

d. BIA-OJS users authorized with an annual allowance, as provided in the breakout chart below in Table 1. The numbers of employees/users are estimated and can be adjusted on an annual basis. The allotments must not be increased unless the OJS Handbook has been officially revised. Quantities are not guaranteed annually.

Table 1 – Allotments

Title User Description Allotment Duration Role

User Police Officer 400 Annual End User

User Correctional Officer 400 Annual End User

User Special Agent 400 Annual End User

Approver –Supervisory Only

User Telecommunications Equipment Operator 200 Annual End User

User Cook/Food Service Worker 200 Annual End User

User Victim Specialist 200 Annual End User

User Emergency Management/Mechanic/Electrician 200 Annual End User

User Administrative Staff 100 Annual Shop for/Approver/User

Pkg Ballistic Vest 100,000 Annual Approver – COR Only

Pkg New Hire Uniform Packages 200,000 Annual Approver – COR Only

* All Categories include Supervisory and Instructor positions, where applicable.

4. Order Placement

a. Authorized COR’s and end users will only have access to products in the category/craft they are assigned, which will limit product view/order capability. This shall include authorized uniform items with emblems/logos/patches.

b. Each user shall be able to select/request items available to them per their category, up to the limit of their allowance per year. After the end user submits the selection, the order will require approval by an authorized approver and once approved, the order gets sent to the contractor. Approval status shall be set up by agency location for all categories within each District. Approval may only be made by individuals/users identified within the BPA to place orders, and the order shall be considered placed by the approver.

c. Once an order is placed in the system the customer shall receive an order acknowledgement email with a confirmation code. The confirmation code will need to be recorded for tracking purposes. Tracking information must be provided per order and indicate if backordered or in stock items. Date of expected shipment date must be included with backordered items. New tracking number must be provided in email to the customer when separate shipments have been made.

d. Ordering requirements through the system must allow an order to be fully automated and have approval functionality in the site. After product customization on the site is entered, one-click inclusion will be sent to the ordering cart and payment and address is fully registered for order placement.

5. Order Cancellations/Returns/Exchanges

a. Authorized COR’s and OJS personnel will have access to cancel full orders within 30 minutes of submitting an order. This shall also have an email to verify confirmation of cancellation.

b. Returns and exchanges shall be processed if the error is fault of the contractor, the contractor shall pay for shipping fees. If return is by fault of the end user, OJS shall pay shipping fees.

6. Reporting

a. The District COR’s and Headquarters COR’s will have a variety of reports available and must be available to be exported to Microsoft Excel format.

b. Reports must be presented in the web system in Microsoft Excel format.

c. Reporting requirements per user, per district, per agency, must include but are not limited to;

monthly allowance balance, order history by date range, by user, by assignment category/group, itemized sales reports, and individual user item reports and historical data for annual reporting.

d. Reporting tools must include, but not limited to; overall allotment balances, user allotment balances, order placement, order tracking, order status updates, user approval history, user login data, user password retrieval, user login-name retrieval, user name additions/active status, user name removals/inactive status, task order funding balances.

Online Ordering System Requirements