ATTACHMENT I - Statement of Requirements.pdf

Request for Information (RFI) 70RTAC24RFI000010 August 2024

ATTACHMENT I

DHS Procurement Records Management Modernization (PRM2)

Statement of Requirements

Introduction

The purpose of this document is to provide a brief description of the U.S. Department of Homeland Security’s Procurement Records Management Modernization (PRM2) draft requirement. DHS is seeking to understand the marketplace and its capabilities. Therefore, DHS is requesting Industry feedback through specific questions via an online survey.

Background

The current solution in use at DHS, called “Electronic Contract Filing System” (ECFS) was fully implemented in April 2020. ECFS is a cloud based Federal Risk Authorization Management Program (FedRAMP) authorized Software as a Service (SaaS) solution used by all DHS procurement offices to support electronic contract file storage, workflow, document management, and records management.

ECFS functions as a contract storage system throughout the lifecycle of a procurement/contract and serves as the official system of record for DHS contract files. ECFS supports the electronic management of contract files eliminating the need for paper files. ECFS is a Commercial-Off-The-Shelf (COTS) solution using eCASE Audit & Investigations Case Management Suite (currently eCASE version 11.2) from OPEXUS hosted by OPEXUS in their private cloud which holds a FedRAMP agency authorization by the U.S. Department of Housing and Urban Development. OPEXUS also provides services to DHS in support of ECFS. These services include Project Management, System Enhancements & Configuration Updates, Operations & Maintenance, IT Security, Help Desk, Training, and Transition Out.

Currently, ECFS is used by approximately 1800 contracting, policy, legal, and oversight personnel across the various DHS Components. The Components use a variety of Contract Writing Systems (CWS) to generate contract awards. Some DHS Components using PRISM as their CWS have document metadata interfaced from PRISM to ECFS through the DHS acquisition data warehouse, Enterprise Reporting Application (ERA), which creates a virtual contract folder for the Contracting Officer (CO) or Contracting Specialist (CS) to manually upload the award document and other contract documents.

DHS Component # Of Current ECFS Users

CBP 151

FEMA 255

FLETC 29

ICE 117

DHS HQ 298

TSA 111

USCG 640

USCIS 103

USSS 55

Contract documents are organized in the ECFS contract folder based on the DHS approved checklists (a sample checklist has been provided, please see Attachment II). Once contract documents are uploaded into ECFS, the Contracting Officer/Contract Specialist (CO/CS) can continue to edit the documents, route them for review/approval, sign, redact information, or finalize them. Reviewers can provide feedback and sign documents. All edited documents contain version tracking information and allow for previous versions to be viewed or reinstated. The contract is updated, as needed, throughout the contract lifecycle.

When the contract is closed, and all documentation has been filed in ECFS the contract is locked for editing. Contracts are maintained and archived according to NARA & FAR requirements and destroyed when no longer necessary to maintain. Reports exist in ECFS to allow for management oversight to ensure all contracts are created in ECFS.

Objectives

The objectives of this acquisition are to recompete the ordering vehicle for the existing Electronic Contract Filing System (ECFS) and to improve both usage and contract filing through enhanced capabilities and a user centered approach. DHS is seeking an agile approach to develop a solution focused on human centered design.

Product Vision

PRM2 will empower the DHS Acquisition Workforce to seamlessly integrate the official contract filing, storage, and retrieval into the daily workflow of the user, while providing a superior customer experience.

Scope

DHS requires a solution to support virtual contract file storage, workflow, document management, and records management. DHS is leaning toward requiring a COTS cloud-based SaaS solution but is interested in hearing from industry to better understand the marketplace in making its final decision.

The following capabilities are considered the Minimum Viable Product (MVP) for PRM2:

1. Regulatory and Policy Compliant Contract File Storage – A centralized web-based solution compliant with FISMA, FedRAMP Moderate, DHS 4300A, NARA, FAR, & Section 508 requirements. The solution must support DHS approved contract file checklists, a sample checklist has been provided, please see Attachment II, ensuring contract files are structured and stored according to established regulations and policies.

2. Automated Contract File Generation – Automatically generate contract folders and metadata for currently interfaced Components using existing data sources, reducing manual entry, and increasing efficiency.

3. User Experience Focused Interface – A clean, intuitive interface designed based on user research and feedback. The system should guide users through the document filing process, providing contextual help and smart recommendations for what documents to upload and where to upload them, reducing the cognitive load.

4. Seamless Integration with everyday tools – Enable users to file contract documents directly from their most frequently used tools, such as email (Outlook) and Microsoft Office products (Word, Excel, PowerPoint).

5. Flexible Document Upload Options – Provide users with multiple, intuitive options to upload documents, including drag-and-drop and browse features. Ensure support for batch uploads and compatibility with all file types typically associated with contract files.

6. Collaborative Document Editing with Version Control – Offer intuitive and seamless document editing capabilities within the system, supporting Microsoft Office and Adobe PDF files. Ensure version control is automatically maintained, with clear visibility of the document history.

7. Real-Time Compliance and Performance Dashboard – Equip users and management with a customizable dashboard that offers real-time visibility into contract compliance, highlighting the accuracy and timeliness of contract filing against FAR & HSAM requirements. The dashboard should include alerts and notifications for overdue actions or potential compliance risks.

8. Dynamic Contract and Document Routing – Facilitate the routing of contracts and individual documents to specified users or groups for review, approval, or feedback. Incorporate features that allow for collaborative comments, tracked changes, and audit logging of all reviewer inputs.

9. Secure Contract Extract and Sharing – Ensure users can securely extract and share contracts and associated documents via email or download while preserving the original file structure, upload timestamps, and last edit timestamps.

The following capabilities are considered the Product Backlog for PRM2, and not required for go live.

These capabilities are provided to demonstrate future enhancements and capabilities that DHS may seek from the solution during it lifecycle. They do not comprise the full scope or detail of the Product Backlog. DHS expects that the Contractor will work closely with the PRM2 Product Owner to develop and prioritize a robust product backlog as the project progresses.

1. Expanded CWS Interface – Automatically generate contract folders and associated metadata for all DHS Components, ensuring a unified and efficient contract management experience.

2. Dedicated Contracting Officer Representative (COR) File Storage – Enable the storage of Contracting Officer Representative (COR) files separately from contract files, providing Program Office users with easy access while maintaining clear organization and security.

3. Seamless Interface with other DHS Systems – Establish interfaces with systems that generate contract documents, such as CWS for signed award documents and requisitions, the Acquisition Planning Forecast System (APFS) for Acquisition Plans, and the new Appendix G system for security plans. Additionally, integrate with DHS HR systems (ALM/TIE) to automatically deactivate access for departed personnel in PRM2.

4. Fully Compliant Digital Signature Functionality – Implement a digital signature feature for documents routed for approval that adheres to the Federal PKI Playbook, ensuring secure and compliant electronic approvals.

5. Intelligent Automation and Data Management Tools – Incorporate AI-driven capabilities for data mining, redaction, and other prioritized functionalities to enhance contract management efficiency and protect sensitive information.

In addition to software, the following services are anticipated in this acquisition:

1. Project Management – Plan, execute, and communicate effectively while managing risks, schedules, and costs according to plan.

2. Change Management – Continually assess the impact assessment to determine how the PRM2 will affect existing business processes, workflows, and user roles. Develop a change management strategy to address user concerns and facilitates adoption.

3. Communication – Identify stakeholders and develop a communications plan.

4. Iterative Implementation & Configuration – Implement necessary components to meet DHS’

Minimum Viable Product (MVP) requirements. Configure solution to the DHS use case. Perform usability testing, to ensure the system meets the needs of the end-users. Collect and incorporate user feedback in systems’ configuration and deployment. Establish change control board and process to prioritize and implement Project Backlog.

5. Security – Work with DHS ISSOs to ensure compliance with DHS Cybersecurity requirements and DHS ATO and Interim ATO obtained timely. Implement security best practices throughout the development lifecycle.

6. Operations & Maintenance – Operate and maintain development, test, and production environments ensuring proper change control, patching, performance analysis, monitoring, and scanning.

7. Effective Training and Knowledge Transfer – Develop comprehensive training materials based on user needs and feedback. Conduct engaging and informative training sessions for end-users across DHS procurement offices. Provide easy-to-use system user guides and job aids. Ensure end-users are proficient in using the solution.

8. Transition – Enable transition of contract files from existing ECFS to new PRM2 efficiently and accurately. Provide support and resources to end-users during the transition.

9. Helpdesk Support – Provide on-going Tier 1 support and resources to help end-users with questions or issues. Coordinate with Component Admins, where needed, to assist end-users with access and Component specific policy or process questions.

Contract Type

The Government anticipates this effort will be structured as either an Indefinite-Delivery, Indefinite- Quantity (IDIQ) Contract or a Blanket Purchase Agreement (BPA) with a hybrid of Firm-Fixed Price (FFP), Labor Hour (LH), and Time and Materials (T&M) type CLINs/Task Orders.

Period of Performance

The Government is contemplating issuing a 5-year or 10-year ordering vehicle broken down into various optional periods.