Attachment J-02 - Requirements Matrix.xlsx
XLSX spreadsheet 42 KB Posted
- Attached to
- Senate Document Management System
- Solicitation number
- 2025-R-060
- Issued by
-
United States Senate
About this file
Attachment J-02 is a detailed Requirements Matrix for the Senate Document Management System (SDMS), outlining comprehensive technical specifications across nine primary requirement categories. The matrix specifies mandatory and optional requirements for a document management solution, including key capabilities such as 99.9% system availability, web and mobile accessibility, advanced search functionality, robust security features, workflow management, OCR processing, and integration with Active Directory.
The requirements cover critical use cases including historical records management, finance and accounts payable processing, batch scanning, systems administration, constituent services, fleet receipt tracking, and damage photo workflows. Specific technical requirements mandate features like secure document sharing, metadata tagging, version control, hierarchical role management, automated retention scheduling, and REST API capabilities. The document emphasizes the need for a flexible, scalable platform that can handle millions of files, support multiple document types, provide comprehensive search and reporting functions, and integrate with external systems like Avanti work order tracking.
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Technical Requirements
| Indicate whether the proposed Solution "does not meet", "meets", or "exceeds" these requirements and provide a comment in justification of the rating. Factors marked Optional (O) are considered "nice to have" but are not essential to this contract. Factors marked (M) are mandatory. | Mandatory (M)/Optional (O) | Does Not Meet/Meets/ | ||
| Exceeds | Comments | |||
| 1. General Requirements | ||||
| 1.1 | The Solution shall have availability of 99.9% or higher, and a scalable platform capable of supporting a document repository with millions of files. | M | SELECT | |
| 1.2 | The Solution shall provide a web-accessible, self-service portal enabling end-users to access, upload, and interact with documents. | M | SELECT | |
| 1.3 | The Solution shall provide a web client that is compatible with modern browsers, including Mozilla Firefox, Google Chrome, Microsoft Edge, and Safari (latest two versions). | M | SELECT | |
| 1.4 | The Solution shall include a mobile interface that is HTML5-compliant and enables document access, image capture, upload, and workflow task execution on iOS and Android devices. | M | SELECT | |
| 1.5 | The Solution may provide a desktop client that is compatible with Windows and Mac operating systems. | O | SELECT | |
| 2. Analytics and Reporting Requirements: | ||||
| 2.1 | The Solution shall log all user login activity and document interactions. | M | SELECT | |
| 2.2 | The Solution shall include reports showing the frequency of access by document or folder, and filterable by date range, user, user group, or metadata. | M | SELECT | |
| 2.3 | The Solution shall generate usage reports showing metrics such as peak usage hours, frequently accessed documents, user session counts, and system load. Reports should be visualized in an administrative dashboard and exportable. | M | SELECT | |
| 2.4 | The Solution shall provide a user-friendly interface that allow users to create custom reports based on selected timeframes, user groups, document types, metadata fields, and taxonomy. | M | SELECT | |
| 2.5 | The Solution shall log all document activity, with timestamps, user attribution, and IP address where applicable. . | M | SELECT | |
| 2.6 | The Solution shall provide the ability to export logs in common formats (e.g. CSV, JSON, XLSX). | M | SELECT | |
| 2.7 | The Solution may support sentiment and topic analysis by extracting insights from scanned or ingested documents. | O | SELECT | |
| 2.8 | The Solution may support the detection of trends and patterns across documents including keyword/topic frequency analysis and volume change tracking across time. | O | SELECT | |
| 3. Document Storage and Retrieval Requirements: | ||||
| 3.1 | The Solution shall integrate with Active Directory and provide a role-based security model supporting layered, user-defined access levels. | M | SELECT | |
| 3.2 | The Solution shall store any processed documents in their original (native) file format and perform integrity validation during import to prevent data loss or corruption. | M | SELECT | |
| 3.3 | The Solution shall support robust version control with configurable document release numbers, version tracking, and rollback functionality. | M | SELECT | |
| 3.4 | The Solution may provide check-in/check-out workflows. | O | SELECT | |
| 3.5 | The Solution shall enforce automated, rules-based document retention schedules, configurable by document type, classification, or metadata. | M | SELECT | |
| 3.6 | The Solution shall support metadata tagging with controlled vocabularies and hierarchical taxonomies. | M | SELECT | |
| 4. Document Security Requirements: | ||||
| 4.1 | The Solution shall support secure document sharing through time-bound, permission-controlled links. Access must be restricted to authorized users with appropriate authentication, and links must be revocable at any time. | M | SELECT | |
| 4.2 | The Solution shall maintain tamper-evident audit logs tracking all document actions (e.g., view, edit, download, delete), with timestamps, user attribution, and optional IP logging. Logs must be exportable in machine-readable formats for compliance auditing. | M | SELECT | |
| 4.3 | The Solution and all integrated components shall comply with the Senate’s cybersecurity guidelines and Standard Operating Procedures for Cybersecurity (Attachment J-01). Compliance should be verifiable via documentation or third-party audits. | M | SELECT | |
| 5. Interface and User Experience Requirements: | ||||
| 5.1 | The Solution interface shall provide a user-friendly, intuitive layout based on familiar Windows-style navigation elements (e.g., tree structure, drag-and-drop, right-click menus). | M | SELECT | |
| 5.2 | The Solution shall allow users to configure views, set alerts, enable folder-level notifications, and define preferred layouts. Preferences must be preserved across sessions and devices. | M | SELECT | |
| 5.3 | The Solution shall provide the ability to create and manage virtual folders that aggregate documents from multiple library locations, enabling flexible views without affecting the underlying file structure. | M | SELECT | |
| 5.4 | The Solution shall support advanced optical character recognition (OCR) capabilities for accurately extracting text from scanned or handwritten documents, including degraded or distressed documents. Recognized data must be usable for indexing and workflow automation. | M | SELECT | |
| 5.5 | The Solution may include integrated Digital Asset Management (DAM) functionality, supporting preview, tagging, versioning, and lifecycle management of multimedia files such as images, audio, and video. | O | SELECT | |
| 5.6 | The Solution shall allow administrators to search, filter, and manage user accounts by name, email address, assigned role, and organizational unit from a centralized permissions interface. | M | SELECT | |
| 5.7 | The Solution shall support hierarchical and group-based role management, enabling inheritance of permissions. | M | SELECT | |
| 6. Document Search Interface Requirements: | ||||
| 6.1 | The Solution shall provide consistent search functionality across web-based, mobile, and desktop clients. All interfaces must support responsive design and real-time query feedback for performance. | M | SELECT | |
| 6.2 | The Solution shall support searching both metadata and full document content. Administrators must be able to configure search scopes (e.g., metadata-only, content-only, hybrid), restrict searchable areas (e.g., specific cabinets or folders), and enable indexing of standard file types including PDF (text and image), Microsoft Office, ZIP, and other formats with embedded text layers. | M | SELECT | |
| 6.3 | Full-text search shall support fuzzy, synonym, phonic, Boolean, wildcard, phrase, and proximity queries. The Solution must also index and allow searching on file attributes such as creation date, document owner, file size, file format, and type. | M | SELECT | |
| 6.4 | Search results shall be exportable in common formats (e.g., CSV, Excel) and filtered by user access permissions. The Solution must prevent unauthorized retrieval by enforcing security roles at the search query and result access levels. | M | SELECT | |
| 6.5 | The Solution may support saving search queries as templates. Users must be able to name, edit, and reuse saved searches and designate them as private or public (with access control). | O | SELECT | |
| 6.6 | The Solution may support invoking library searches from authorized third-party applications via shortcut keys, APIs, or embeddable widgets, enabling federated or in-app search integration. | O | SELECT | |
| 6.7 | The Solution shall allow precise retrieval of documents using user-defined index values such as title, classification, type, address, customer name, or number. Index fields must be customizable by administrators. | M | SELECT | |
| 6.8 | The Solution shall support search queries using controlled vocabulary terms (e.g., standardized taxonomies or thesauri) embedded in metadata fields, to improve retrieval consistency. | M | SELECT | |
| 6.9 | Search results shall be ranked by relevancy, with configurable ranking algorithms. Users must be able to preview and open documents directly from the result list without rerunning the search. | M | SELECT | |
| 6.10 | The Solution shall support OCR processing on image-based files (e.g., scanned TIFFs or PDFs without embedded text) to ensure full searchability. OCR must be applied automatically during ingestion or as a post-processing task. | M | SELECT | |
| 6.11 | The Solution may support compound search queries using multiple index values to narrow results. These queries must be usable in both ad hoc and saved search modes. | O | SELECT | |
| 7. Document Scanning Requirements: | ||||
| 7.1 | The Solution shall include a native scanning tool and/or support seamless integration with third-party scanning software through standard interfaces or connectors. Scans must maintain image quality, metadata fidelity, and security. | M | SELECT | |
| 7.2 | The Solution shall support both simple (e.g., single-page) and complex (e.g., batch, multi-page) scanning workflows, including the ability to scan directly into folders or workflows. | M | SELECT | |
| 7.3 | The Solution shall be able to monitor designated directories to detect new scanned files and automatically index or route them based on configurable rules. | M | SELECT | |
| 7.4 | The Solution shall be compatible with desktop and production-class scanners. It must support high-speed ingestion and be hardware-agnostic. | M | SELECT | |
| 7.5 | The Solution shall support importing scanned images and associated index metadata from external software (e.g., via XML, CSV, or API-based transfer). | M | SELECT | |
| 7.6 | Scanned documents that include embedded text layers (e.g., from OCR) shall be fully indexed and searchable within the Solution. | M | SELECT | |
| 7.7 | For scanned PDFs or TIFFs that lack text layers, the Solution shall apply OCR automatically during ingestion or as an automated background process to make documents fully searchable. OCR should support multi-language recognition and degraded image correction. | M | SELECT | |
| 7.8 | The Solution shall provide a web-based scanning interface with document viewer features such as zoom, rotate, thumbnail navigation, and page reordering. | M | SELECT | |
| 7.9 | Documents captured through web-based interfaces (e.g. captured web content) shall be uploadable directly into the Solution library with automatic indexing and version control. | M | SELECT | |
| 7.10 | Documents scanned using third-party software shall be importable along with zonally OCR’d metadata fields to populate Solution indexes. | M | SELECT | |
| 7.11 | The Solution or its integrated scanning software shall support automated data capture techniques such as barcode reading, QR scanning, zonal OCR, and intelligent form recognition. | M | SELECT | |
| 7.12 | The Solution may allow manipulation of scanned images (e.g., page split, move, delete, rotate) and image cleanup features such as noise removal prior to ingestion. | O | SELECT | |
| 7.13 | The Solution shall support batch ingestion of scanned or uploaded documents with automated metadata tagging and rule-based routing to folders or workflows. | M | SELECT | |
| 7.14 | The Solution shall validate file names, metadata completeness, and directory structure prior to ingestion. If errors occur, the Solution must present clear, actionable messages to the user. | M | SELECT | |
| 7.15 | The Solution shall support scheduled or on-demand post-ingestion OCR reprocessing of legacy documents and images to enhance their searchability. | M | SELECT | |
| 8. Configurable Workflows | ||||
| 8.1 | The Solution shall include a user-friendly workflow management tool that allows users to create and configure customized workflows without the Contractor's assistance. | M | SELECT | |
| 8.2 | The Solution shall include user-configurable administrative dashboards to monitor workflow execution, ingestion status, system health, and user activity. Dashboards must support export, filtering, and role-based views. | M | SELECT | |
| 8.3 | The Solution shall support user-defined document conversion settings within workflows (e.g., DPI, resolution, grayscale vs. color, file type, and size) to ensure consistent rendering across viewers. | M | SELECT | |
| 8.4 | The Solution shall support rule-based, metadata-driven approval workflows for document types such as purchase orders, receipts, and maintenance records. Routing rules must accommodate attributes like department, amount, user role, and project number. | M | SELECT | |
| 8.5 | The Solution shall include rejection loop functionality, allowing reviewers to reject submitted documents, generate automatic notifications, and prompt resubmission with explanatory messages. All actions must be logged. | M | SELECT | |
| 8.6 | The Solution shall support the mapping of submitted documents to external job or project tracking systems (e.g., Avanti work orders) to provide real-time linkage, status updates, and validation during workflow execution. | M | SELECT | |
| 8.7 | The Solution shall generate real-time alerts for ingestion and workflow failures, providing detailed, actionable error messages via multiple channels (e.g., email, dashboards, Solution notifications). Alerts must be configurable by severity, frequency, and recipient. | M | SELECT | |
| 8.8 | The Solution shall detect and flag potential duplicates during ingestion or workflow execution using configurable matching criteria such as file name, file size, metadata values, and content similarity. | M | SELECT | |
| 8.9 | The Solution shall include REST API capabilities with CRUD (Create Read Update Delete) operations and authentication. | M | SELECT | |
| 8.10 | The Solution may be capable of interacting with the APIs of disparate external systems (e.g., REST, SOAP), and must be capable of ingesting data from those systems. | O | SELECT | |
| 9. Stakeholder Use Cases | ||||
| Offerors shall review and respond to the following use case requirements, providing a brief narrative describing how the proposed solution will approach the needs for each use case. Vendors must describe, in narrative form, how their proposed solution will address each group’s needs, including any solutions that will improve upon current processes. Offerors shall include any recommended software, tools, techniques, middleware and/or configurations that will be leveraged to accommodate or exceed each specific use case. | ||||
| 9.1 | Use Case: Historical Records and Research |
This use case involves the long-term retention and organization of widely varied archival content, including subject files, committee documents, and newspaper clippings. Content is categorized by chronology, committee, or topic. Materials may originate from either physical (scanned) or digital sources and are indexed for long-term storage and retrieval. Documents may include aged historical materials, including handwritten or distressed documents that require enhanced OCR capabilities to support accurate indexing and searchability.
| The Solution shall support archival preservation, search across OCR content, metadata hierarchy, and digital asset management for research collections, as well as the preservation of existing metadata and taxonomy. Advanced search features and support for hierarchical content organization are required. | M | SELECT |
| 9.2 | Use Case: Finance and Accounts Payable |
Accounts Payable receives electronic invoices from vendors, both in pdf format and attached to the emails as well as mailed paper invoices that are mailed to AP’s USPS Post Office Box at the Postal Square branch and scanned by PGDM. Invoices, however received, are imported or scanned into a central location and held while awaiting payment processing.
The Solution shall support the intake, processing, and management of both digital (emailed) and paper (scanned) vendor invoices. It must be capable of receiving multi-page invoice files (ranging from small to very large volumes) and labeling them accordingly while maintaining a logical link between the two. The Solution must include OCR functionality to extract standard data fields such as invoice number, date, amount, and vendor name from scanned or digital invoice images, including those of low visual quality. It shall assign vendor numbers to enable workflow routing to designated Accounts Payable (AP) Specialists. Once received, invoices must be ingested into a processing workflow where AP Specialists can access, annotate, and append notes or markups directly on the invoice. Invoices are manually attached to financial vouchers by AP specialists within the financial management system.
| The Solution must support full-text search across invoices and supporting documents, provide reporting capabilities, and prepare invoice records in PDF format that are suitable for export to the external financial system, eliminating the current need for duplicate entry across platforms. | M | SELECT |
| 9.3 | Use Case: Batch scanning and records management |
These use cases involve the scanning and intake of documents that are paired with metadata (DAT) and barcoded index sheets for files ingestion, classification, and retention. Workflows rely on accurate batch metadata and structured document naming conventions. Offerors shall describe how their proposed solution will preserve existing metadata relationships, enable text extraction, support validation of successful ingestion, provide configurable retention rules, and allow for the configuration of failure rules and alerts.
| The Solution shall provide workflows for high-volume batch digitization, routing, classification, and retrieval of documents. Offerors shall describe how the proposed solution will address high-volume batch scanning, metadata management, batch classification, configurable ingestion, and analytics/reporting for both operational and administrative monitoring. Offerors are encouraged to propose any tools or methods that use advanced OCR or image recognition to improve on, or preclude the need for, physical index sheets, barcodes, or DAT files. | M | SELECT |
| 9.4 | Use Case: Systems Administration and Support | |
| This team manages user access, permissions, system configuration, metrics, reports, role assignment (Active Directory), troubleshooting workflow issues, and responding to system issues. The environment would benefit from a consolidated, hierarchical, and searchable Active Directory role management tools to reduce administrative overhead. The Solution shall support uptime and performance metrics with configurable reports. Offerors shall explain how their solution offers robust administrative controls integrated with Active Directory. | M | SELECT |
| 9.5 | Use Case: Constituent Services Systems | |
| This team digitizes physical correspondence for archival or CRM handoff. Letters addressed to Senate offices are scanned and transmitted to their constituent service system, which is a contact management tool used to collect and store constituent communications. The proposed solution shall support accurate OCR for handwritten and degraded materials, front-end metadata capture, and structured routing workflows. | M | SELECT |
| 9.6 | Use Case: Fleet Receipts |
This workflow supports the intake and review of fuel and vehicle maintenance receipts. Staff submit scanned or photographed receipts, which are manually tagged with job tracking information (Avanti work order numbers) and dates. Submissions are reviewed for accuracy and matched against digital records.
| The Solution extract values such as date, vendor, and total amount from printed receipts, including handwritten text that has been added by drivers. The Solution shall address receipt processing workflows that support mobile and desktop entry, metadata extraction and tagging, and auto-validated fields to reduce manual verification efforts. The Solution must integrate with Avanti work orders. | M | SELECT |
| 9.7 | Use Case: Damage Photo Workflow |
This use case involves documenting physical damage to assets held in the warehouse using photo submissions. Photos are typically taken via mobile devices and reviewed by an administrator for clarity and completeness. Administrators assess whether the photos meet quality standards (e.g. that damage is clearly visible).
The Solution shall include structured approval and rejection loops and shall allow a structured review workflows and status tracking. Support for mobile and desktop photograph submission and incident tracking workflows are required. M SELECT
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Additional Requirements
| The table below lists the "Requirements" for the Senate Document Management System (SDMS). The Offeror must indicate whether the proposed solution "does not meet", "meets", or "exceeds" these requirements. Additionally, the Offeror is encouraged to propose any optional or additional features that could enhance the proposed solution. | Required (R)/Optional (O) | Does Not Meet/Meets/ | |||
| Exceeds | Standard (S)/ Option (O) | Comments | Alterion notes | ||
| x.x | The SDMS shall generate real-time alerts for ingestion and workflow failures, and provide actionable error messages via email, dashboard, and/or system notifications. | R | General | ||
| x.x | The SDMS shall support batch ingestion of scanned or uploaded documents and apply automated metadata and routing logic based on configurable ingestion rules. | R | |||
| x.x | The SDMS shall validate file names, metadata completeness, and directory structure prior to ingestion, and provide user-friendly error messages for batch ingestion failure. | R | General | ||
| x.x | The SDMS shall allow administrators to search and filter users by name, email, role, and/or organizational unit within the permissions interface. | R | For systems | ||
| x.x | The SDMS shall support hierarchical roles and group-based permission management to reduce administrative overhead. | R | For systems | ||
| x.x | The SDMS shall support post-ingestion OCR reprocessing for legacy documents to improve searchability and indexing over time. | R | |||
| x.x | The SDMS shall detect and flag potential duplicates based on configurable criteria such as file name, size, metadata, and content similarity. | R | General | ||
| x.x | The SDMS shall support configurable alert delivery methods, frequencies (e.g., real-time, daily digest), expiration policies, and user-specific or role-based targeting. | R | General | ||
| x.x | The SDMS shall enforce configurable, automated retention schedules based on document type, classification, or metadata, with audit logs and override capabilities. | R | General | ||
| x.x | The SDMS shall provide a high-performance search interface with ranked, filterable results, OCR-aware highlighting, proximity search, and support for browsing and searching across large document sets. | R | For SS | ||
| x.x | The SDMS shall optionally include an integrated digital asset management (DAM) capability for managing images, multimedia, and other non-document formats, with tagging, versioning, and preview support. | O | For SS | ||
| x.x | The SDMS shall provide documented RESTful APIs and prebuilt connectors for integration with external systems including ePro, FMIS, Avanti, Zotero, and other applications. | R | Multiple stakeholders | ||
| x.x | The SDMS shall include configurable, real-time administrative dashboards for monitoring workflow performance, ingestion success/failure, system health, and user activity metrics. | R | For Prod | ||
| x.x | The SDMS shall support administrator-defined conversion settings (e.g., resolution, DPI, color vs. grayscale, file type, size, file type) within workflows to ensure consistent rendering across viewers. | O | For Finance | ||
| x.x | The SDMS shall support configurable, rule-based approval workflows for document types such as expense receipts, purchase orders, receipts, images, and maintenance records, with routing based on metadata such as department, amount, or associated project number. | R | For SSF | ||
| x.x | The SDMS shall provide rejection loops within workflows (e.g. allowing a moderator to reject a submitted document, automatically notifying the original submitter that a resubmission is required). | R | For SSF | ||
| x.x | The SDMS shall support mapping of submitted documents to external job or project tracking systems (e.g. Avanti work orders), enabling cross-system visibility and validation during workflow execution. | R | For SSF | ||
| x.x | The Contractor shall provide a workflow architecture diagram that illustrates how the SDMS will handle document ingestion, OCR/text extraction, metadata assignment, workflow routing, and storage. The diagram shall clearly indicate whether components (e.g., OCR engine, routing logic, UI, storage) are implemented in a modular or integrated fashion and identify any dependencies on specific platforms, services, or APIs. The Contractor shall accompany the diagram with a narrative describing the rationale for the selected architecture and any benefits or tradeoffs regarding flexibility, extensibility, performance, and supportability. The Contractor shall detail the systems or platforms recommend at each stage of the proposed workflow. | R | General | ||
| x.x | The Contractor shall maintain awareness of advancements in document management technology, including but not limited to improvements in optical character recognition (OCR), AI-based text extraction, image enhancement, and intelligent document classification. The Contractor shall brief the COR on applicable emerging capabilities at least twice annually. Briefings shall include vendor-neutral overviews of technologies that may enhance accuracy, improve efficiency, reduce manual intervention, or improve accessibility and searchability of archival records. If requested, the Contractor shall propose pilot tests of emerging capabilities using de-identified or publicly releasable content to validate potential benefits. | R | General | ||
| x.x | The SDMS and all components shall comply with Attachment J-X - Standard Operating Procedures For Cybersecurity. | R | Update with correct attachment # |
SLA Material
| 99.8% uptime excluding maintenance windows |
| Search performance targets (e.g., full-text query returns results within X seconds for documents under 10MB) |
| Document ingestion time limits (e.g., scan-to-availability < 1 minute) |
| System response time benchmarks for common actions (search, upload, approval) |
| Error notification format and timeframe |
| Clearly define contractor responsibilities for incident resolution |
| Require not-to-exceed effort estimates for unplanned issues |
| Define response and resolution time windows for different ticket severities |
| Monthly validation of retention policy adherence |
| (Section L - Proposal Instructions) Service Level Agreement (SLA) Submission Requirements |
Offerors shall provide a proposed Service Level Agreement (SLA) as part of their Technical Proposal. The SLA must describe performance targets, response times, resolution procedures, and monitoring/reporting mechanisms. The SLA must address the following areas at minimum:
a) System availability and uptime targets
b) Incident response and resolution times (by severity)
c) Automated alerting and diagnostic support
d) Workflow fault tolerance
e) Duplicate detection and data validation
f) Monthly and quarterly reporting requirements
g) Labor estimate accuracy and not-to-exceed thresholds
The proposed SLA should align with the Government-provided draft SLA in Attachment X-X. Offerors may propose improvements but must identify any deviations from the baseline.
(For section M evaluation criteria) Evaluation of Service Level Agreement (SLA) The Government will evaluate the proposed SLA for completeness, realism, and alignment with the performance expectations outlined in the Statement of Work and Attachment X-X.
SLAs will be scored based on:
a) Clarity and enforceability of performance metrics
b) Alignment with required response/resolution thresholds
c) Ability to support Senate reporting, auditing, and monitoring needs
d) Incorporation of accountability measures for inaccurate labor estimates
e) Provisions for penalties and incentives
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