Call for Solutions - AI Contracting Smart Use Case - 27AUG2025.pdf

Call for Solution for

Artificial Intelligence (AI) Use Case: Smart Contracting Initiative

Call Number: HQAMC_25-01 Army Open Solicitation (AOS) Number: W9128Z-25-S-A002 Call for Solution Title AI Use Case: Smart Contracting Initiative Requiring Activity: Chief of Staff of the Army (CSA), Headquarters Army Materiel Command (HQ AMC), and Headquarters Army Contracting Command (HQ ACC)

Issued By: Army Contracting Command – Aberdeen Proving Ground (ACC-APG), Digital Capabilities Contracting Center of Excellence (DC3oE)

Submission Instructions: To respond to this Call for Solution, please refer to Sections 7 and 10 of this Call for Solution.

*Solution Briefs Due Date/Time (Suspense)

September 12, 2025, 4:00PM Eastern Daylight Time (EDT)

Points of Contact (POCs) for Solution Brief Submission:

Contracting/Agreements Officer: Kristen Weiman, Kristen.l.weiman.civ@army.mil

Specialist: Thomas Lueddeke, thomas.j.lueddeke.civ@army.mil

Note 1: Please advise the cognizant Contracts/Agreements Officer and Specialist as soon as possible via the email above if your organization intends to submit a Solution Brief in response to this Call for Solution.

Note 2: Any submissions received by the Contract/Agreement 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.

Note 3: This Call for Solution may result in the Government awarding Federal Acquisition Regulation (FAR) contracts or non-FAR agreements (e.g., Other Transactions) in accordance with Department of Defense Federal Acquisition mailto:Kristen.l.weiman.civ@army.mil mailto:thomas.j.lueddeke.civ@army.mil

Regulation Supplement (DFARS) 212.70 – Defense Commercial Solutions opening. Awards made under this Call may be subject to the FAR or Agreement authorities, depending on the instrument(s) selected.

1. BACKGROUND

The Army's contracting process is highly manual, requiring extensive administrative work to draft documents and route for approvals at various levels. High-value contracts often take over a year to award due to the many layers of review and approval required.

The Army seeks to modernize and streamline its contracting process through automation and AI. The existing framework is outlined below and is largely non-automated. Given the complexity, duration, and criticality of these contracts, this tool presents an opportunity to enhance speed, accuracy, and compliance. Commercial examples demonstrate that AI-powered contracts can optimize procurement, reduce human error, and ensure regulatory adherence.

End-To-End Contracting Process:

• Phase 1: Requirements Development– This phase involves identifying a requirement, performing market research to help define the requirement, determine estimated cost, commerciality, availability, potential sources, available contract vehicles, etc., obtaining funding or funding plan, acquisition planning, and drafting the requirements documents.

o Requirements Documents include but are not limited to: Performance Work Statement (PWS), Quality Assurance Surveillance Plan (QASP), Acquisition Plan/Strategy, Justification and Approval (J&A), Independent Government Estimate (IGE), and Market Research.

• Phase 2: Solicitation – This phase consists of publishing pre-solicitation notices to industry, drafting D&Fs and routing for approvals, conducting industry days or site visits, developing evaluation criteria, obtaining peer reviews if required, coordinating with legal and small business, and publishing the solicitation document.

o Documents include but are not limited to: Pre-Solicitation Notices (Synopsis/Exemption), Reviews/Approvals (Small Business, Legal), Peer Review/Solicitation Review Board, Determinations and Findings (D&Fs), Industry Day/Site Visits, Solicitation – solicitation document, attachments, solicitation amendments, distribution, correspondence, Source Selection Evaluation Plans (SSEPs).

• Phase 3: Evaluation – This phase involves securely receiving contractor quotes/proposals and evaluating IAW the criteria in the solicitation. Evaluations may be simple or may be more complex, involving negotiations or use of formalized source selection procedures.

o Documents include but are not limited to: Abstract of offers, Contractor’s Offer (Quotes/Proposals/ROM/Bid), Evaluations (Technical, Small Business, Past Performance, Cost/Price), Competitive Range Determination, Negotiation Documentation, Cost and Pricing Data, Discussions with Offerors, Pre-negotiation Objectives Memorandum (POM)/Price Negotiation Memorandum (PNM), Source Selection Evaluations, Source Selection Decision Document (SSDD), Responsibility Determination, Fair & Reasonable Determination, and System for Award Management (SAM) Documentation.

• Phase 4: Award – This phase involves creating the award document and reviewing evaluation/negotiation documents to ensure regulatory compliance and evaluation was conducted IAW stated criteria. This also includes drafting the announcement of award, synopsis of award, issuing notices to unsuccessful offerors, and issuing the award to the selected vendor.

o Documents include but are not limited to: Legal Review, Peer Review Contract Review Board, Announcement of Award, Award Synopsis, Unsuccessful Offeror Notification, Basic contract/agreement/grant/OTA/Delivery Order/Task Order, FPDS-NG Contract Action Report (CAR), Distribution of award.

• Phase 5: Post-Award – This phase is for contract administration which involves monitoring contract performance, schedule, deliveries, acceptance, tracking invoices/payments, Contracting Officer’s Representative (COR) Appointment, First Article Testing, etc.

o Documents include but are not limited to: Post-Award Conference, Invoice/Payment info, COR Reports, Property Documents, Earned Value Management System (EVMS), Contract Deliverables/Reports, Manpower Reporting, Contract Performance Assessment Reports (CPARS).

• Phase 6: Closeout – This phase involves verifying all items have been delivered and/or performance is complete, all invoices have been paid, excess money deobligated, and closing out the contract.

o Documents include but are not limited to: Contract Closeout Checklist (DD 1597), Contract Completion Statement (DD 1594/PK9), Final Material Inspection and Receiving Report (DD 250), and Unliquidated Obligation (ULO) Reconciliation.

2. PROBLEM STATEMENT

The Army Contracting Command (ACC) requires AI-powered system(s) to automate contracting processes, reduce manual labor, and ensure compliance with ever-changing regulations. The system must be capable of integrating existing and future tools, provide real-time visibility into contract phases, and maintain robust security measures to protect sensitive data.

3. DESIRED SOLUTION OBJECTIVES

The Army seeks innovative solutions to address the following objectives:

1. Automate Contracting Processes: Develop AI-powered tools to automate requirements development, market research, solicitation, evaluation, award, post-award monitoring, and contract closeout resulting in a reduction both manual labor and in Procurement Acquisition Lead Time (PALT).

2. Optimize Decision-Making: Use AI to recommend strategic contract vehicles, optimal contract types, and terms based on historical data and best practices.

3. Enhance Data Synchronization: Ensure seamless interoperability across Army contracting systems.

4. Improve Security: Protect sensitive data, including bids, proposals, and contract terms, to maintain fair competition and prevent fraud.

5. Standardize Across Enterprise: Create a streamlined, unified system for all Army Contracting offices to ensure consistency in updates, interfaces, and training.

Key Data Systems and Data Examples:

• Contracting Systems: Army Contract Writing System (ACWS), PADDS, SPS, PCF, SAM.gov, CHESS

• Contracting Data Sources: FPDS-NG, VCE, PIEE, PAM, GFEBS

• Legal statutes, regulations, and procurement policies: FAR, DFARS, AFARS, HQ

ACC Acquisition Instruction o FAR & DFARS: https://www.acquisition.gov/ o AFARS: https://armyeitaas.sharepoint-mil.us/sites/ASA-ALT-PAM-

PP/SitePages/AFARS.aspx o ACC Acquisition Instruction: https://armyeitaas.sharepoint-mil.us/sites/HQACC-CONOPS- PSD/SharedDocs/Forms/Name.aspx?id=%2Fsites%2FHQACC%2DCON OPS%2DPSD%2FSharedDocs%2FAcquisition%20Instruction%2FACC%2 0AI&viewid=fedc1339%2Da19c%2D4928%2Da11e%2D1049ab9ce666

4. AWARDING INSTRUMENT

This Call for Solution solicitation will be awarded in accordance with the Army Open Solicitation procedures detailed within Solicitation W9128Z-25-S-A002, posted to SAM.gov on 01 May 2025 and amended thereafter.

5. SOLICITATION NOTES

In addition to the general guidelines included in the Open Solicitation, the following guidelines apply to this Call for Solution.

https://www.acquisition.gov/ https://armyeitaas.sharepoint-mil.us/sites/ASA-ALT-PAM-PP/SitePages/AFARS.aspx https://armyeitaas.sharepoint-mil.us/sites/ASA-ALT-PAM-PP/SitePages/AFARS.aspx https://armyeitaas.sharepoint-mil.us/sites/HQACC-CONOPS-PSD/SharedDocs/Forms/Name.aspx?id=%2Fsites%2FHQACC%2DCONOPS%2DPSD%2FSharedDocs%2FAcquisition%20Instruction%2FACC%20AI&viewid=fedc1339%2Da19c%2D4928%2Da11e%2D1049ab9ce666 https://armyeitaas.sharepoint-mil.us/sites/HQACC-CONOPS-PSD/SharedDocs/Forms/Name.aspx?id=%2Fsites%2FHQACC%2DCONOPS%2DPSD%2FSharedDocs%2FAcquisition%20Instruction%2FACC%20AI&viewid=fedc1339%2Da19c%2D4928%2Da11e%2D1049ab9ce666 https://armyeitaas.sharepoint-mil.us/sites/HQACC-CONOPS-PSD/SharedDocs/Forms/Name.aspx?id=%2Fsites%2FHQACC%2DCONOPS%2DPSD%2FSharedDocs%2FAcquisition%20Instruction%2FACC%20AI&viewid=fedc1339%2Da19c%2D4928%2Da11e%2D1049ab9ce666 https://armyeitaas.sharepoint-mil.us/sites/HQACC-CONOPS-PSD/SharedDocs/Forms/Name.aspx?id=%2Fsites%2FHQACC%2DCONOPS%2DPSD%2FSharedDocs%2FAcquisition%20Instruction%2FACC%20AI&viewid=fedc1339%2Da19c%2D4928%2Da11e%2D1049ab9ce666 https://armyeitaas.sharepoint-mil.us/sites/HQACC-CONOPS-PSD/SharedDocs/Forms/Name.aspx?id=%2Fsites%2FHQACC%2DCONOPS%2DPSD%2FSharedDocs%2FAcquisition%20Instruction%2FACC%20AI&viewid=fedc1339%2Da19c%2D4928%2Da11e%2D1049ab9ce666

• The Government will give preference to submissions that demonstrate an innovative, existing, and reference-verifiable commercial ability to accomplish the desired solution attributes listed above.

• Resellers and academic research proposals are not desired.

• All Solution Briefs will be valid for 180 calendar days after the submission date.

• The Solution Brief must identify any intellectual property involved in the effort and associated restrictions on the Government’s use of that intellectual property.

• The Government reserves the right to go directly from Solution Brief to award.

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

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

• All solution briefs will be valid for 180 calendar days after the submission date.

• The Government reserves the right to bypass Phase 2.

• The Government may down-select potential awardees under this for Call for

Solution.

• If submitting a Call for Solution, company font shall be readable without magnification and supports the Content Quality evaluation criteria. Use of diagram(s) or graphics with associated bullet points and text layout to depict the essence of the proposed solution is strongly encouraged. The Government will allow 8.5 x 11-page landscape graphics within the overall page count. Any pages exceeding the limit will be removed and not evaluated.

• The use of AI tools may be used during evaluations. Any AI tools utilized by the Government will be employed in a manner consistent with applicable regulations that govern the protection of proprietary and source selection sensitive information. No proposal data will be transmitted to or processed by external, non-Government systems without appropriate safeguards and authorizations in place.

• Questions are to be sent only to the Contracting/Agreements Officer and Specialist (POCs) listed in this Call for Solution. The following shall be utilized in the email subject line: Call for Solution – AI Use Case: Smart Contracting Initiative. Material questions and answers will be published and updated on www.sam.gov. The deadline to submit questions for Phase I is September 5, 2025 at 4:00PM EDT.

6. SOLUTION SUBMISSION REQUIREMENTS

Companies responding to this Call shall submit a Solution Brief for evaluation.

Submissions are to be sent via email only to the Contracting/Agreements Officer and Specialist (POCs) listed in this Call for Solution. The Government is 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:

1. Phase I - Solution Brief – a white paper including a technical discussion explicitly addressing the target problem statement and how the proposed solution meets the Objectives and evaluation criteria in section 6.1.

2. Phase 2 - Live Pitch Session (unless bypassed) – an oral briefing/demonstration with a technical challenge with instructions provided following Phase 1. Companies whose Solution Briefs are selected for further consideration may be invited to provide a live pitch. The government reserves the right to limit the number of Companies invited to pitch. As such, a company’s solution may be selected for further consideration, however not invited to pitch. The Government will not pay Companies for costs associated with live pitches, unless otherwise stipulated. The Government reserves the right to record live pitches. The Government also reserves the right to bypass Phase 2 in its entirety.

3. Phase 3 – Solution Proposal – Companies who are selected for further consideration may be invited to submit a full solution proposal. All awards are subject to the availability of funding. The Government will not pay Companies for costs associated with the Solution Proposal (e.g., proposal development, negotiations) in Phase 3, unless otherwise stipulated.

6.1 Phase I – Solution Brief

Solution Briefs shall not exceed eight (8) written pages using 12-point font, or alternatively, Solution Briefs may take the form of briefing slides which shall not exceed eight (8) power point slides. The Government will not consider inserted textboxes/pop-ups or internet links to additional information as part of the Solution Brief and will not consider such information in its evaluation of submissions. Solution Briefs are intended to be clear, concise and succinct submissions.

Solution Briefs shall include the following at a minimum:

a. Title Page (does not count against page limit)

i. Company Name, Title, Date, Point of Contact Name, E-Mail Address, Phone, Address and Call reference number. If registered in SAM.gov, include the Commercial and Government Entity (CAGE) code, and Unique Entity Identification (UEI) code.

ii. Specifically identify the Call number and title for which the Solution Brief is submitted.

b. Executive Summary (one page)

i. Provide an executive summary of the technology.

c. High-Level Solution/Concept (eight-page limit)

i. Describe the unique technical aspects of your solution/concept and how it is relevant and important to this Call.

ii. Describe how the solution/concept is innovative and/or a potential capability.

iii. Describe how the proposed solution/concept solves a capability gap/problem and/or provides potential innovative technological advancements.

iv. Describe the solution/concept capabilities and scalability.

v. Describe the benefits of your solution/concept as it applies to the Call.

vi. Describe how the proposed technical approach is feasible, achievable, and supported by a technical team that has the expertise and experience to accomplish the proposed solution/concept.

vii. Identify whether the proposed solution/concept includes a pilot or demonstration of existing commercial technology (identified as commercially available and viable technology), or the development of technology for potential defense application. Identify the DoD Technical Readiness Level (TRL). If development or adaptation is proposed, discuss the suggested path to maturity.

Identify aspects which may be considered proprietary.

viii. Provide a summary of product/solution commercialization and go-to-market strategy.

d. ROM/Schedule (Limited to one excel sheet with no more than two tabs)

i. Submit one (1) Rough Order of Magnitude (ROM) and one (1) Notional Schedule and describe how the notional schedule is achievable for the submitted solution. Annotate assumptions used within the respective tab, ROM or Notional Schedule.

e. Affirmation of Business Status Certification (does not count against page limit)

i. Include an Appendix A for each company that is a participant in the solution /concept. (e.g. Certificate of Status)

f. Intellectual Property Statement/Agreement/Disclosures (does not count against page limit).

i. The Solution Brief must identify any intellectual property involved in the effort and associated restrictions on the Government’s use of that intellectual property.

As needed, include a separate disclosure for each company that is a participant of the solution/concept.

*The Government may be unable to evaluate the Solution Brief if a Company fails to comply with providing the information requested above.

Solution Briefs submitted in response to the Call for Solution will be evaluated against the criteria below. The Government reserves the right to use external market research in the evaluation of a Company's viability. In the event multiple submissions are received for this Call, the Government reserves the right to select all, some, or none of the solution submissions submitted in response to this Call and may result in one (1) or more awards, or alternatively, no awards.

The Government intends to evaluate Solution Brief(s) to determine which proposed solution(s) have the potential to best meet the Government’s needs utilizing the evaluation criteria below.

a. Technical Merit: The Government will evaluate the Technical Merit of a Company’s Solution Brief. Technical merit is defined as having relevance to the Call for Solution, innovation, solves a capability gap and/or provides innovative technological advancements. The technical approach shall demonstrate the ability to scale and be determined feasible and achievable. In addition, the Government finds the technical approach and/or underlying technology to be a compelling solution.

b. Schedule: The Government will evaluate the feasibility of the Company’s proposed solution/concept project schedule and maturity path.

c. Affordability: The Government will evaluate the ROM submission for affordability.

d. Viability: The Government will evaluate the submitted company overview, and if applicable, summary of product/solution commercialization and market strategy for viability.

Based on the evaluation, the Solution Brief will be categorized as either Selected for Further Consideration, Not Selected for Further Consideration, or Selected for Future Consideration. Selection into the next Phase will be based on the criteria listed above, Government need, and funding availability.

Selected for Further Consideration: The submitted Solution Brief has been determined to be of technical merit, represents a feasible schedule, is considered affordable and the Company is considered viable.

Not Selected for Further Consideration: The submitted Solution Brief does not represent the necessary degree of technical merit, a feasible schedule, affordability and/or Company viability to warrant further consideration.

Selected for Future Consideration: The submitted Solution Brief has been determined to be of technical merit, represents a feasible schedule, is considered affordable and the Company is considered viable; however, there is no current Government need and/or funding available. The solution will be retained in a solution repository for future consideration. If/when funding and a need becomes available the solution will be automatically determined Selected for further consideration.

Companies selected for further consideration may be invited to participate in the next Phase, subject to the availability of funds. This Call will be fairly evaluated, however, only select Solution Briefs with the most compelling solutions will be invited to Phase 2 and/or Phase 3. The Government reserves the right to limit the number of companies invited to Phase 2 and/or Phase 3. As such, a Company’s solution may be evaluated as selected for further consideration, however not invited to Phase 2 and/or Phase 3.

Solution Briefs whether selected or not selected for Phase 2 and/or Phase 3 will be notified in writing as soon as practicable.

6.2 PHASE 2 AND/OR PHASE 3

Phase 2 and/or Phase 3 submission requirements and evaluation criteria will be outlined within the invitation into the respective Phase.

7. NON-GOVERNMENT ADVISORS

As identified in section I of the AOS, non-government advisors may be used in the evaluation of Solution Briefs, Pitches, and during proposal development and negotiation.

As a reminder, by submitting information to the Government, the Company further understands that it had an opportunity to enter an NDA directly with the Non- Government Advisor and therefore waives 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.

8. ORGANIZATIONAL CONFLICT OF INTEREST (OCI)

The Offeror shall perform an OCI analysis and submit the results of that analysis in addition to the white paper submission. The OCI analysis does not count towards the 10-page limitation. Specifically, the Offeror shall analyze the planned acquisition for actual or potential OCI situations associated with the Offeror or any of the Offeror’s proposed teammates or subcontractor’s performance under any contract or agreement the Offeror or the Offeror’s teammates or subcontractors has been or may be awarded by any federal agency or other entity. The Offeror shall describe in detail the methodology used to identify actual or potential OCI issues. If the Offeror identifies any actual or potential OCIs with respect to the performance of the Offeror or the Offeror’s subcontractors or teammates, the contractor shall provide an OCI Mitigation Plan to be incorporated as an attachment to any resulting contract or agreement.

Any proposed avoidance or mitigation techniques shall be consistent with FAR 9.5 and the most recent decisions of the Government Accountability Office (GAO) and the U.S.

Court of Federal Claims.