Call for Solutions - AESMS_26xx.pdf

Call for Solution for Joint Enterprise Task Management System

Project Number TBD Army Open Solicitation (AOS) Number

W9128Z-25-S-A002 https://sam.gov/opp/476c4481dc56499c9b1d9c6a9ce745a9/view

Call for Solution Title Joint Enterprise Task Management System (JETMS)

Issued By Program Executive Office (PEO) Enterprise - Army Enterprise Staff Management System (AESMS)

Submission Instructions To respond to this Call for Solution (CFS), please refer to Sections 5,7 and 10 of this Call for Solution.

*Solution Briefs Due Date/Time (Suspense) 09 March 2026, NLT 08:00am CST

Submit Solution Briefs To Agreements Officer: corene.n.feddersen.civ@army.mil Specialist: megan.e.haffey.civ@army.mil

Note: Please advise the cognizant Agreements Officer and Specialist as soon as possible via the email above if your organization intends to submit a Solution Brief to AESMS in response to this Call for Solution.

*Any submissions that are received by the Agreements Officer after the suspense date/time listed above will be deemed late and not evaluated. It is the sole responsibility of the company to ensure that its submission is received in the inbox listed above before the deadline specified.

This Call for Solution may result in the Government awarding a prototype Other Transaction (OT) in accordance with 10 U.S.C. § 4022. Any OT awarded from this Call for Solution is not subject to the Federal Acquisition Regulations (FAR) or its supplements.

https://sam.gov/opp/476c4481dc56499c9b1d9c6a9ce745a9/view mailto:corene.n.feddersen.civ@army.mil

This solicitation is associated with the Army's Open Solicitation, W9128Z-25-S-A002.

Please see the referenced link for more information.

1. BACKGROUND

The Department of War (DoW) seeks a commercially available AI-enhanced platform for both Office of the Secretary of War’s (OSW) Correspondence and Task Management System (CATMS) and the Army’s Enterprise Task Management Software Solution (ETMS2). The objective is to acquire a mature, scalable, and secure solution that will radically reduce administrative burden and accelerate decision-making across the enterprise. Instead of a prescriptive requirements list, we are asking industry to propose innovative solutions that achieve our desired outcomes.

2. PROBLEM STATEMENT

Current tasking processes are fragmented across legacy systems, email, and manual trackers. This creates operational friction, requires extensive manual data entry, and denies leaders real-time visibility into enterprise workload and task status. This inefficiency hinders DoW’s ability to operate at the speed and scale required for modern, multi-domain operations.

3. DESIRED SOLUTION ATTRIBUTES

Your written Solution Brief should describe how your existing product meets the following core objectives:

• Provides workflow management for routing and monitoring tasks and correspondence across the Department, Services and 4th Estate.

• Intelligent Automation: Leverage Artificial Intelligence (AI) / Machine Learning (ML) to automate the task lifecycle, including intelligent intake and classification of new tasks, AI assisted drafting, automated routing, and response generation based on the repository of authorized documents. The proposed solution must deliver a measurable reduction in man-hours per task.

• Modern User Experience & Interoperability: Deliver an intuitive, user-centric interface (desktop and mobile) that requires minimal training. The solution must seamlessly integrate with the DoW ecosystem via open Application Programming Interfaces (APIs), including Identity, Credential, and Access Management (ICAM) solutions for single sign-on (e.g., Electronic Adjudication Management System (EAMS) via Security Assertion Markup Language (SAML) / OpenID Connect (OIDC)) and Microsoft 365 for collaboration.

• Enterprise-Grade Security & Scalability: Demonstrate a multi-tenant cloud architecture proven to scale to over 150,000 daily active users. The solution must have a clear path to a rapid DoW Authority to Operate (ATO).

• Data Ownership & Portability: The Government must retain unlimited rights to all its data and workflow configurations. Your solution must provide a documented, non-proprietary method for completing data exports to prevent vendor lock-in.

4. AWARDING INSTRUMENT

This CFS Solicitation will be awarded in accordance with DFARS 212.70 and the Army Open Solicitation (AOS) procedures detailed within Solicitation W9128Z-25-S-A002 and all associated attachments. The Army Open Solicitation outlines the guidelines for submitting Solution Briefs, pitches, and proposals and how the Government will evaluate responses to this

CFS.

5. SOLICITATION NOTES

In addition to the general guidelines included in the AOS, the following guidelines apply to this

CFS.

• Offerors are responsible for monitoring SAM.gov for any amendments to this solicitation that may have updated information.

• The Government reserves the right to make more than one (1) award resulting from this CFS or to make no award.

6. GENERAL INFORMATION AND QUESTIONS

Questions are to be sent only to the Agreements Officer and Specialist (POCs) listed in this Call for Solution. The following shall be utilized in the email subject line: Call for Solution –Enterprise_26-0 (reference the section area). Only one (1) round of questions will be entertained. Material questions and answers will be published and updated on www.sam.gov.

The deadline to submit questions for Phase 1 is 27 FEB 2026.

7. SOLUTION SUBMISSION REQUIRMENTS

Companies responding to this call shall submit a Solution Brief for evaluation. Submissions are to be sent via email only to the Agreements Officer and Specialist (POCs) listed in this Call for Solution. We are interested in unique and innovative agile software development approaches, including techniques to reduce costs, improve efficiency, and enhance performance. The Government will utilize up to three (3) phases for assessing solutions:

a. Phase 1: Solution Brief. A concise white paper that includes:

• A three (3) page (max) technical discussion explicitly addressing the Problem

Statement, and the technical approach to deliver the Desired Solution Attributes and evaluation criteria. Use of diagrams is encouraged.

• Must use 12-point font.

• A one (1) page (max) Title Page. Contains summary of Company Information and

Gate Criteria responses, (does not count against page limit)

• A one (1) page (max) Executive Summary (counts toward page limit)

• A one (1) page (max) Rough Order of Magnitude (ROM) for 150,000 annual users, (does not count against page limit)

b. Gate Criteria: The Company Information page must explicitly address the following three Gate Criteria. Failure to meet all Gate Criteria will result in the submission not being further evaluated.

• Gate Criterion 1 (Current ATO): The solution must possess a current, active ATO at Impact Level 5 (IL5) or higher from a U.S. Federal or DoW agency. State the agency and issuance date.

• Gate Criterion 2 (AI Experience): The vendor must describe their experience integrating and deploying AI capabilities in an enterprise environment.

http://www.sam.gov/

• Gate Criterion 3 (Architecture): The solution must be a scalable, self-contained, browser-based application.

c. Phase 2: Live Pitch (Demonstration) / Technical Discussion.

d. Phase 3: Solution Proposal. The Government reserves the right to award the contract to the next highest-rated demonstrator if, during the prototyping phase, the top-rated demonstrator is unable to meet the established requirements, including (but not limited

to) technical performance, milestone achievement, or compliance with solicitation criteria. This ensures the project objectives are met without compromising quality or timelines.

8. NON-GOVERNMENT ADVISORS

As identified in section I of the Open Solicitation, non-Government advisors may be used in the evaluation of solution briefs, demonstrations or proposals. For this Call for Solution, the Government anticipates using non-Government advisors from Chenega IT Enterprise Services (CITES), LLC to assist with the evaluation. Company’s desiring to enter INTO an NDA prior to submitting solution briefs, demonstrations or proposals should contact:

Ayisha Hatcher, ayisha.hatcher@chenega.com and/or Derrick Dew, derrick.dew@chenegaites.com

As a reminder, by submitting information to the Government, the Company further understands that it had an opportunity to enter into a Nondisclosure Agreement (NDA) directly with the Non- Government Advisor and therefore waives any and all claims against the Government for any disclosures of proprietary information by the non-Government personnel. Such NDAs are the responsibility of the Company, and the Government shall not be a party to them. Companies shall provide a copy of the signed NDAs to the Government with submissions.

9. FOLLOW-ON PRODUCTION

Companies are advised that any prototype OT awarded in response to this CFS may result in the award of a follow-on production contract or transaction without the use of further competitive procedures. The follow-on production contract or transaction will be available for use by one or more organizations in the DoW and, as a result, the magnitude of the follow-on production contract or agreement could be significantly larger than that of the prototype OT. AESMS requests a production ROM. As such, any prototype OT will include the following statement relative to the potential for follow-on production: “In accordance with 10 U.S.C. 4022(f), and upon a determination that the prototype project for this transaction has been successfully completed, this competitively awarded prototype OT may result in the award of a follow-on production contract or transaction without the use of competitive procedures.”

10. EVALUATION CRITERIA

All submissions to this CFS will be evaluated based on the following evaluation criteria, listed by order of importance, and in accordance with the scoring rubric in Table 1. The scoring rubric will be used for each phase of evaluations.

mailto:ayisha.hatcher@chenega.com mailto:derrick.dew@chenegaites.com

a. Speed to Delivery (Highest Importance): Preference will be heavily weighted toward an existing solution with an existing, active IL5 or higher ATO, demonstrating the fastest possible path to deployment. Provisional ATOs may be considered for highly innovative and functional products.

b. Technical Merit: The described relevance, innovation, and scalability of the solution's capabilities in addressing the Problem Statement.

c. Viability: The compatibility of the proposed solution with DoW technical environments and constraints.

d. Adoptability: The demonstrated intuitiveness, ease of use, and likely end-user adoption of the solution.

e. Price (Lowest Importance).

Table 1: Scoring Rubric Rating Definition Does Not Provide Sufficient Information to Evaluate

The solution brief, demonstration or proposal lacks enough detail or clarity to determine if it meets any desired solution attributes. Key elements are missing, incomplete, or ambiguous.

Fails to Meet Minimum Requirements The solution brief, demonstration or proposal can be evaluated but does not satisfy one or more of the desired solution attributes. It is not acceptable in its current form.

Meets Minimum Requirements The solution brief, demonstration or proposal fully meets all desired solution attributes but does so only at a basic level.

Meets Requirements and Exceeds Some The solution brief, demonstration or proposal meets all desired solution attributes and includes enhancements or added value in one or more areas.

Far Exceeds Requirements The solution brief, demonstration or proposal greatly surpasses all desired solution attributes. It offers exceptional quality, innovation, or value with clear, substantial benefits.

The Government estimates that it will require four (4) weeks or less to review and respond to Solution Briefs. At that time, the Government will inform the offeror that:

a. The Government has decided not to move forward with the submitted Solution.

b. The Government requests that the offeror participate in a live (in-person or virtual) pitch; or

c. The Government will issue a Request for Proposal (RFP)

After live pitches/demonstrations, the Government shall further down-select potential awardees and issue a RFP to the remaining candidate firm(s). The RFP will have specific guidelines.

Chiefly, offerors must submit a statement of work and a detailed price catalog.

APPENDIX A: STANDARDS, REFERENCES & POLICIES

1. DoD Instruction 8510.01 DoD Risk Management Framework (RMF) for DoD Information Technology (IT)

2. DoDI 5000.75, Business Systems Requirements and Acquisition, dated, 2 February

2017, with change 1, dated, 31 August 2018

3. DoDI 5000.87 Operation of the Software Development Pathway, dated, 2 October 2020

4. FIPS PUB 199 - Standards for Security Categorization of Federal Information and

Information Systems - February 2004.

5. NIST SP 800-30 Guide for Conducting Risk Assessments

6. NIST SP 800-37 Risk Management Framework for Information Systems and

Organizations: A System Life Cycle Approach for Security and Privacy

7. NIST SP 800-39 Managing Information Security Risk: Organization, Mission, and

Information System View

8. NIST SP 800-53 Security and Privacy Controls for Information Systems and

Organizations

The Government reserves the right to add to this Appendix.

APPENDIX B: LIST OF ACRONYMS

AESMS Army Enterprise Staff Management System

AI Artificial Intelligence

AOS Army Open Solicitation

API Application Programming Interface

ATO Authority to Operate

CATMS Correspondence and Task Management System

CFS Call for Solutions

DFARS Defense Federal Acquisition Regulation Supplement

DoW Department of War

EAMS Electronic Adjudication Management System

ETMS2 Enterprise Task Management Software Solution

ICAM Identity, Credential, and Access Management

IL Impact Level

JETMS Joint Enterprise Task Management System

ML Machine Learning

NDA Nondisclosure Agreement

OIDC OpenID Connect

OSW Office of the Secretary of War

OT Other Transaction

PEO Program Executive Office

POC Point of Contact

RFP Request for Proposal

ROM Rough Order of Magnitude

SAML Security Assertion Markup Language

APPENDIX C: QUESTIONS & ANSWERS

Answers to questions submitted as of XXXX. This appendix may be updated as additional questions are received.