Copy_of_RFQ_ATTACH_1_DEA_MRO_Requirements_6-7-2017.xlsx

XLSX spreadsheet 335 KB Posted Sep 18, 2017

Attached to: Maintenance, Repair and Overhaul (MRO) Commercial Off the Shelf (COTS) Software and Services
Solicitation number: DJD-17-Q-0195
Issued by: Department of Justice Drug Enforcement Administration

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RFQ Attachment 1

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RFQ_DJD-17-Q-0195_Amend_0005_11-14-17.pdf	PDF	Nov 14, 2017
RFQ_DJD-17-Q-0195_Amend_0003_10-6-17.pdf	PDF	Oct 6, 2017
RFQ_DJD-17-Q-0195_Amend_0002_10-3-17.pdf	PDF	Oct 3, 2017
RFQ_ATTACH_1_DEA_MRO_Requirements_20170928.xlsx	XLSX spreadsheet	Oct 3, 2017
RFQ_DJD-17-Q-0195_Amend_0001_9-19-17.pdf	PDF	Sep 19, 2017
RFQ_DJD-17-Q-0195_9-18-17.pdf	PDF	Sep 18, 2017

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Vendor Instructions DEA MRO Requirements - Instructions to Vendors

Following these instructions is very important. We ask that you take the following steps:

1. Review this Excel workbook in detail. This workbook contains Functional Requirements only. Other elements of the RFP are in separate files.

2. Review and complete your responses to the detailed requirements. The tabs relate to Operations oriented functionality. For each requirement, we ask that you enter into the appropriate columns a pre-defined code and explanation if appropriate, per the instructions below. This is the most important task and where we suggest you begin. Note: explanations for responses throughout the scoring (A-F) range will make it easier for the evaluation team to determine the relevance of your response. The absence of a response to any requirement will likely result in assignment of an F grade by the evaluation team for that requirement.

Response Codes (for all Worksheets starting with RFP)
Code	Definition	Comment
A	The software achieves this requirement with out of box or minimal configuration.	Minimal configuration example: client user can easily select a predefined parameter
B	The software achieves this requirement with moderate to complex configuration.	Moderate: setting up a custom field that is added to a form.

Complex: usually requires vendor specialist resource to complete configuration (i.e. writing a script)

C	The software achieves this requirement via an external routine invoked within your software at a predefined event/point in the execution of the package.	Example: usually requires vendor to set up or install a separate bundle they own to meet requirements
D	The software achieves this requirement via proven integration with a 3rd party product, (i.e. it has been implemented with our software at other client engagements)	Example: we integrate with 3rd party package x for all PCI compliant credit card processing
E	Requirement cannot be met without change to source code.	Example: 1. split billing for service work orders requires additional code to meet this requirement

2. we support smartphone integration for iPhone only; code would need to be written for other smartphones F Requirement can not be met. Example: we do not support any smartphone integration

NOTES:
1	Please check row heights on the tabs/worksheets to insure you can read all the text contained in each cell. Resize row heights if necessary.
2	This spreadsheet was saved as Office 2010 format. Other versions of Excel may change the formatting.
3	Do not add or change the order of rows or columns within the spreadsheets.
4	Limit your explanation to 255 characters per cell.

EXAMPLE
	Detailed Functional Requirements	Explanatory note		Explanation
#	Account Set up and Management		Code
1	Create an initial contact record for an Account and identify it by stage; include the options to define customer ownership and relationship structures
e.g. lead, prospect, customer, sub-contractor, business partner, service provider, holding company, franchise group etc.	B

Dan Feely: Insert A, B, C, D, E or F here

Dan Feely: Insert explanation as needed; limit to 255 characters.

Functionality Grid Example: usually requires vendor to set up or install a separate bundle they own to meet requirements

FUNCTIONAL REQUIREMENTS LISTING BY AREA

General/IT
	User Interface/Navigation	Document Management	Cloud
	Inquiries & Drill down	User access/security	Document Customization
	Business Activity Monitoring & Alerts	Effective dating	EDI Support
	Office Automation	Global search	Custom Reporting Module
	Software Integration	Support for interfaces, portals and mobile devices	FAA
	Online Help	Database	Bar Code Technology
	Audit Trails	Operating System

Administration
	Travel	Travel - Reports	Travel - Document Management

Acquisitions
	Part / Material Requisition	Purchase Order Administration	Required Reports
	Request for Quotes (RFQ)	Vendor Master	Miscellaneous

Fiscal
	Accounts Payable	Notifications and Alerts	Miscellaneous
	Financials	Document Management

Supply
	Part Master	Tool and Equipment Control	Picking/Issuing Parts
	Inventory Management/Control	Barcoding	Excess
	Receiving	Warranty Administration	Reports
	Shipping	Rotable Management	Audit Tracking
	Property Management	Kitting

Training
	User Interface/Navigation	Scheduling	Customized Training
	Notices & Alerts	Document Management	Reports

Quality Control
	Documents	Parts	Standard Configuration
	Installation and Removal Process	Scopes
	Multiple Tabs	Time Format

Fleet Management
	Track Aircraft Maintenance	Bid Packages	Operational Readiness
	Forecast Maintenance	Log Book Scanning	Reports
	Scopes	Miscellaneous

Maintenance
	Work Orders	Ground Support Equipment (GSE)	Cannibalization
	Parts Ordering	Reports	Line Maintenance
	Outside Service	Federal Aviation Administration (FAA) Certified Repair Station (CRS) Forms
	Vendor-In Service	Electronic Signatures

Technical Publications
	Document Imaging	Import Standard Documentation	Revisions

Operations
	Scheduling	Flight Time and Fuel Consumption	Reduced Vertical Separation Minimums (RVSMs)
	Flight Request	Mission Execution	Flight Logs
	Updates	Required Reports
	FRAT	Minimum Equipment Lists (MEL)

&A &P &F

General IT DEA Aviation Division

Process Area General Requirements IT

High Level Goals This section is aimed at addressing common or universal functionality within the application. It is assumed that all functionality is available throughout the application unless specifically identified or is clearly not applicable in that process

The Software should support the ability to:				Vendor Response
Process / Req #	Process Name	Business / System Requirements	Explanatory Comments / Additional Notes	Code	Comment
1	User Interface/Navigation
1.01		Access the system (ignore user permissions here) using a browser interface
1.02		Access to the system will be controlled by a SSL (HTTPS) enabled internet server.
1.03		Define attribute fields as list boxes, radio buttons, check box selection etc.				B
1.04		Maintain values for these attribute fields	i.e.: defined values in a list box			C
1.05		Configure (or change) fields to be mandatory or optional when entering data	Focus on user (not IT) capability			D
1.06		Configure fields to be visible or not	i.e.: Order of entry fields, hiding unused fields, etc.			F
1.07		Create individual user interface	i.e.: User profiles hold the working environment preferences for individual users. Changes are performed by users in real time directly in the applications. The profile is stored so that users will always have access to their personalized environment also when roaming between work PC, home computer, or a borrowed device			F
1.08		Unlimited users
2	Inquiries & Drill down
2.01		Sort/filter information for inquiries with option for the user to choose which fields will be used in the sort/filter
2.02		Customize view of the data	i.e.: move a field left, list only exceptions to work on
2.03		Drill down and around, from summary level to detail/source
2.04		Save inquiries for re-use or modification and to identify them as public or private
2.05		Include attributes added to a record in the definition of sorts/filters	i.e.: Use attribute in creating a report, query, list
2.06		Create a "work list", things to do today, items requiring attention.
3	Business Activity Monitoring & Alerts
3.01		Define business rules for alerts/triggers to identify exceptions/condition met/event occurred	i.e.: Ability to create specific content/issue for all alerts and request for approval still pending after x days
3.02		Provide notification of alerts by various communication methods, including email integration, exception list creation, letter/notice
3.03		Ability to configure workflow and alerts that trigger action, then if no follow up within X time, it is routed to another specified person	i.e.: a lead comes in and based on the rules set, it is automatically routed to a specified individual
3.04		Define workflow rules and routing based on dollar limit and value of the transaction as well as other variables	i.e.: Job Types - can be division specific. For example, if quote is over $100,000, obtain CFO signature
3.05		Display an alert on the active window in the application
3.06		Run an alert on a schedule or on demand
3.07		Provide pre-delivered alerts (use attachment to list them or provide examples if appropriate)
3.08		Design work routing by transaction type such that work may pass from one person (or group) to the next based on how the workflow path is designed	i.e.: a high value invoice with >2 approval levels, and Quotes over $1,000 require approval to enable purchasing of needed inventory
3.09		Configure a specific workflow that includes verification alert. Account Managers notified of assets being added to customer	Illustrate how a user can create them, i.e.: Workflow for initial call into quote
4	Office Automation	Integrate with email and MS Word and MS Excel	i.e.: MS Office applications to include MS Office 365
5	Software Integration	Output into various file formats as selected by the user	i.e.: Excel, Word, PDF, HTML, XML etc.
6	Online Help
6.01		Invoke context sensitive help or prompts for users
6.02		Invoke field level help
6.03		Edit the online help by adding company specific documents and text
7	Audit Trails
7.01		Maintain a comprehensive audit trail for data (whether master data or transaction data)	i.e.: The ability to selectively allow access to audit trails
7.02		Maintain user date/time stamp trails
7.03		Report/view audit trail logs
7.04		Archive of audit trail logs
8	Document Management
8.01		Initiate the scanning of a document from within a transaction and linking it to the transaction	Assumes integration with a scanning device

i.e.: entry of customer order-scan customer fax

8.02		Attach a file (image, document, spreadsheet) to a record	Attach to work order, asset, job, contract, etc. i.e.: attach an email or a worksheet to a customer record
8.03		Provide document management and/or content management capabilities that enable the organization of collateral, links, documents, presentation and other information necessary for operations
8.04		Ability to access document/content management features via a mobile device	i.e.: Technician can pull up OSHA requirements, Material Safety Data sheets, Images, video tutorials, etc.
9	User access/security
9.01		Manage user access to the application through assignment of roles/groups, selection of authorized functions, validity dates, valid organizations etc.	Some staff may have access to multiple entities; ops managers may have limited access to their company and/or dept.; customer credit status may be limited to AR staff only
9.02		Manage user access to functions at the field level	i.e.: Cannot see cost price of a service
9.03		Update a user's access rights real-time
9.04		Define users, roles and permissions to read, edit, report, inquire, drill down within the application at the module, menu, function, field and button level
9.05		Support single sign on authentication and authorization using Microsoft Exchange, LDAP, AD etc.
9.06		Define customer/outside party roles and permissions (what elements of record are available to be displayed)	i.e.: For customer portal access, sub-contractor reporting
10	Effective dating	Define effective dates at which updates to data apply and maintain history logs of data settings	i.e.: new sales prices
11	Global search
11.01		Search using Google type features to retrieve information
11.02		Save a search for re-use
11.03		Return to a prior search
12	Support for interfaces, portals and mobile devices
12.01		Support interfaces to and from other applications, whether SaaS or On Premise; provide technical information for review	i.e.: To HRMS, Payroll, GL, email, credit card/e-commerce applications
12.02		Provide customer, vendor and employee portal features to support business processes	i.e.: Customer should be able to create a service request, subcontractor should be able to update work, etc.
12.03		Support mobile users in performing tasks, responding to requests, completing work orders, reviewing reports, approving transactions etc.; indicate devices supported and any key dependencies / constraints	i.e.: Provide specific information regarding the extension of functionality into the mobile domain
12.04		Integrate with Fax software	Identify supported fax providers.
12.05		Email Addresses on Contacts (CRM, Customer Contacts, AP Contacts, etc.)	Track unique email addresses for various points of contact (person responsible for maintenance, AP, etc.)
12.06		Allow instant messaging between the off- site mechanics and the office	Possible integration with existing instant messaging platforms
13	Database
13.01		Use of a commonly available Relational Database Management System (RDBMS) is required. RDBMS used for the software be deployed through Microsoft SQL Server 2014 or Oracle
13.02		Relational integrity is enforced in the Relational Database Management System (RDBMS) not in the application layer
13.03		All Transactions meet the ACID (Atomicity, Consistency, Isolation, Durability) standard
13.04		Database must at a minimum meet first, second and third normal forms as defined in relational database models
14	Operating System	Software must run on Microsoft Windows Server 2012 operating system
15	Cloud	The software has to be proven to be capable for scaling into a cloud environment. Software must be designed in a manner to meet NIST security requirements for deployment to a cloud architecture
16	Document Customization
16.01		Organizational Branding	Ability to add logos and other required branding to forms and reports
16.02		Legal Disclaimers	Display or reference Terms and Conditions on the mobile work tickets, work tickets, jobs, contracts, invoices and/or any correspondence with a customer
17	EDI Support	When you create an EDI document, such as a purchase order, you must adhere to the strict formatting rules of the standard you are using. These rules define exactly where and how each piece of information in the document will be found. That way, when the EDI translator on the receiving computer reads an incoming EDI purchase order, it will immediately understand where to find the buyer’s company name, the purchase order number, the items being ordered, the price for each item, etc. Then, that data will be fed into the receiver’s order entry system in the proper internal format without requiring any manual order entry
18	Custom Reporting Module	Complete user interface allowing for custom creation and deployment of reports
19	FAA	Compliant with FAA electronic processing requirements for Part 145 Repair Station
20	Bar Code Technology	Bar Code technology in the software will conform to the Code 128 bar code specification

&A &P &F

Administration DEA Aviation Division

Process Area Administration

High Level Goals To ensure that all travel is captured and processed in an efficient manner.

The Software should support the ability to:				Vendor Response		A
Process / Req #	Function	Detailed Functional Requirements	Explanatory note	Code	Comment	B
1	Travel					C
1.01		Ability to obligate travel orders	i.e.: Travel expense reports			D
1.02		Ability to liquidate balance between funds obligated and actual travel expenses				E
1.03		Ability to fund Contract Line Item Number (CLIN) assignment at a line item level	i.e.: Assign funding Contract Line Item Number (CLIN) to travel order			F
1.04		Ability to fund General Ledger (GL) assignment at a line item level	i.e.: Hotel, Meals, Airfare
1.05		Travel Tracker	i.e.: Track employees on travel status; should include the duration, justification and destination of the trip
1.06		Ability to establish a default Contract Line Item Number (CLIN) assignment by employee
2	Travel - Reports	International Trafficking Arms Regulations (ITAR) Report (foreign travel)	i.e.: Show employees on travel status during a specific time period by location			3
3	Travel - Document Management	Initiate the scanning of a document from within a transaction and linking it to the transaction	Attach to travel order (i.e.: travel expense report			3

&A &P &F

Acquisitions DEA Aviation Division

Process Area Acquisitions

High Level Goals Maintain vendor relations while supporting cost effective purchasing that is in accordance with Federal Acquisitions Regulations.

	The Software should support the ability to:				Vendor Response		A
	Process / Req #	Function	Detailed Functional Requirements	Explanatory note	Code	Comment	B
	1	Part / Material Requisition					D
	1.01		Sort and filter by multiple fields	Responsible Buyer, Part Request Number, Description, Quantity,
Priority Status, "AOG, Approved / Requested / Purchased/ Display: Aircraft Model / Tail Number / Aircraft Serial Number / Manufacturer			D
	1.02		Allow buyer to assign part requisition to another buyer				E
	1.03		Ability to generate requisitions with multiple preferred vendors				F
	1.04		Refresh part request screen	Ability to have screen Automatic refresh with every new entry
	1.05		Ability to notify and alert in active window	Notification in work/component order if part is being removed and is still under warranty; Notification to supply when receiving removed item from work/component order if part is still under warranty, warranty exchange and repair. Alerts for Warranty, Core Required, Hazmat, etc.
	1.06		Identify repairable(s)	Specifics of original part origin
	2	Request for Quotes (RFQ)
	2.01		Ability to define specific request types	Option to "Request Type" - Repair/Overhaul, Outside Services, On-Site Services, Outside Maintenance, Exchange, Blanket Order, Loan, Rental, Warranty, Calibrations, Designated Engineer Representative Services, Credit Card			3
	2.02		Ability to email Request for Quotes (RFQ)				3
	2.03		Ability to enter all data into the Request for Quotes (RFQ) and transfer data to the Purchase order.	Must allow the data to transfer onto the Purchase Order from the Request for Quotes (RFQ)			2
	2.04		Allow to select winning supplier to a Purchase Order	Allow visibility of all bids to a Purchase Order with the selected bid identified			3
	2.05		Set request status	Open, Pending, No Bid, No Reply, Unacceptable			3
	2.06		Allow buyer to change current supplier to another supplier
	2.07		Automatically add alternative part numbers to the Request for Quotes (RFQ).	Cross-referencing capabilities to automatically show up on Request for Quotes (RFQ)
	2.08		Track status of all Request for Quotes (RFQ) created	Open, Closed, Pending, Voided, etc.
	2.09		Notification of expiring quotes
	2.10		Assign expiration date to all Request for Quotes (RFQ)
	2.11
	3	Purchase Order Administration
	3.01		Ability to track inventory, non-inventory, and non-service management purchases
	3.02		Ability to define specific request types	Option to "Request Type" - Repair/Overhaul, Outside Services, On-Site Services, Outside Maintenance, Exchange, Blanket Order, Loan, Rental, Warranty, Calibrations, Designated Engineer Representative Services, Credit Card
	3.03		Ability to add multiple requisitions to an Purchase order
	3.04		Ability to change repair part to exchange
	3.05		Ability to email Purchase order
	3.06		Ability to insert phrases, as needed	i.e.: Terms & Conditions
	3.07		Automatically add alternative part number(s) to Purchase order	Cross-referencing capabilities to automatically show up on Purchase Order
	3.08		Ability to convert Exchange Orders to an outright purchase
	3.09		Capability to notify buyer when Repair has been sent out with tracking number	Instant Message
	3.10		Secured Justification / Price Analysis	Memo only buyers can edit
	3.11		Purchase Order permissions	Changes to Purchase Orders to be limited to buyers only
	3.12		Zero dollar Purchase Order	Must have ability to remain signed on zero dollar Purchase Order
	3.13		Save an incomplete Purchase Order, return and continue processing
	3.14		Route Purchase Order to approver(s) - Option to define approver and to assign an ad hoc approver	Indicate support for routing via the application, a portal/dashboard, email and/or smartphone and if this is dependent on other technology and/or integration effort
	3.15		Review and approve, review, and reject Purchase Order	Route back to originator, option to edit/resubmit
	3.16		Attach a scanned quote / drawing to the Purchase Order	Available for approver to drill down
	3.17		Track status of all Purchase Order	Open, Closed, Back, Voided, etc.
	3.18		Issue Purchase Order to vendor via email or fax	Indicate dependence on other solutions / integration
	3.19		Create a blanket or recurring Purchase Order with ability to track consumption to date against total commitment
	3.20		Ability to track invoice payment status against Purchase Order and remaining balance for Purchase Order	Need obligated line, invoice payment line, and balance remaining line
	3.21		Ability to place Purchase order on-hold	Must allow for later release
	3.22		Print Purchase Order at any stage of Purchase Order process, watermark Return Material Authorization as "Draft" until authorized
	3.23		Ability to generate Purchase Order revocation with vendor acknowledgement
	3.24		Automatic ordering	Set by commodity, price and qty. (min/max)
	3.25		Automatic PO closing	Full receipt with ability to manually reverse
	4	Vendor Master
	4.01		Create a Vendor Master Record	Limit users who can create Vendor Record; include contact persons and their details: role, phone, email, fax, doing business as (dba), vendor rating, vendor Indicator Alerts, Core due date / Return Material Authorization / Return Policy, Website, Account Number, Cage Code, Data Universal Numbering Systems (DUNS) Number, Tax Identifications, Representations & Certifications Expiration date, Operations Specifications Expiration Date, Memo, Alerts
	4.02		Define vendor category with multi-select capability, last modified, and expiration date	Account Type - Distributor , Repair Station, Fixed Base Operations, Training, Manufacturer, original Equipment Manufacturer, Engine Overhaul, Helicopter Maintenance, Aircraft Maintenance, Helicopter & Aircraft Maintenance, etc.
	4.03		Define other vendor attributes	i.e. Minority and Women-owned Business Enterprise (MWBE) status, preferred, 1099, do not buy from, credit card only
	4.04		Detect duplicates and merge records	Define rules for duplicate vendor detection
	4.05		Capability to track multiple locations as associated with vendor
	4.06		Search function	Type of Vendors within specific Area or Region, Business Classification, Account Type - Distributor , Repair Station, Fixed Base Operations, Training, Manufacturer, original Equipment Manufacturer, Engine Overhaul, Helicopter Maintenance, Aircraft Maintenance, Helicopter & Aircraft Maintenance
	4.07		Company description field	i.e.: Repair Station, Distributor, Avionics, Surveillance, Training, etc.
	5	Required Reports
	5.01		Purchase Order Past Due Report
	5.02		Core Cost Avoidance Report
	5.03		Repairable Cost Avoidance Report
	5.04		Warranty Cost Avoidance Report
	5.05		Small Business Classification Report	Vendor Social Economic Indicators
	5.06		Maintenance Subcontractor Report	Delineated by aircraft inspection (i.e.: phase, 100hr, annual)
	5.07		Work Order Cost Report
	5.08		Representations & Certifications Past Due Report	i.e.: Using a color coded system; RED for overdue and YELLOW for within designated time period to draw attention expiring vendor.
	5.09		Vendor Master List
	5.10		Part Requests Pending Order
	5.11		Part Request to Receiving Timing Report	at different intervals; PR, PO create, PO receipt
	5.12		Expiring Vendor Currencies
	6	Miscellaneous
	6.01		Instant Messaging through-out departments	Enables real time messaging
	6.02		Digital Signature	Option for Dual Signature on Subcontracts and Maintenance

&A &P &F

Fiscal DEA Aviation Division

Process Area Fiscal

High Level Goals The GL and AP functions need to support the field service business functions and transactions and allow finance staff to report efficiently and accurately and conduct analysis of results. Provide an integrated process to manage vendors, track purchase commitments and pay vendors. Provide improved controls over expenses via approvals and system based matching. Streamline process via reduced paper based processes.

The Software should support the ability to:				Vendor Response		A
Process / Req #	Function	Detailed Functional Requirements	Explanatory note	Code	Comment	B
1	Accounts Payable
1.01		Ability to match Purchase Orders to corresponding Vendor Orders	Include entry of bill and option to then match to Purchase Order Show attaching PDF bill to transaction; System should help accounting log a vendor bill as soon as received and track it until finally approved			3
1.02		Show options for controls over matching Purchase Order and bill	i.e.: Purchase Order amount exceeded, tolerances, and auto approval if bill matches			3
1.03		Ability to have work flows delineated based on transaction types	i.e.: Work may pass from one person or group to the next person or group based on the work flow design; will increase functionality in situations when a document requires more than one approval
1.04		Electronic invoice tracking	Ability to log a Vendor Invoice by date received and track it until approved
1.05		Process a Vendor Invoice against a specific Purchase Order				3
1.06		Edit an approved invoice	Prior to Vendor Invoice payment, change / modify an invoice that has been processed			2
1.07		Adjustment processing	Process an adjustment to reduce a selected Vendor Invoice (and apply to bill) i.e.: A debit memo for a specific bill			3
1.08		Edit an approved debit memo	Change / modify a processed debit memo			3
1.09		Track invoice total to date	i.e.: Process Vendor Invoice against a blanket or recurring Purchase Order with ability to track invoice total to date against total funds obligated; Service agreements, blanket Purchase Order
1.10		Process service invoices without creating inventory
1.11		Purchase Order finalization	Liquidate balance between funds obligated and actuals amount paid. i.e.: Repair orders, service agreements, blanket Purchase Order
1.12		Track total amount of Vendor Invoices and debit memos processed against the funds obligated on a Purchase Order	Detail should be at a line item level; Calculate invoice total against total funds obligated on Purchase Order
1.13		Coordinate with check run schedule	Enter a Vendor Invoice and override default due date (based on terms) with specific due date
2	Financials
2.01		Track cost and funding against budget	Coordinate with the current financial system's Contract Line Numbers (CLINs) and General Ledger Accounts for tracking cost and funding against a budget
2.02		Fund Contract Line Item Numbers assignment at a line item level	Assign funding Contract Line Item Numbers to requisition
2.03		Budget for future fiscal period	Create budget ahead of desired usage date with posting disabled until that date
2.04		Validate account codes for line items	Validate the account codes posted for Purchase Order and non-Purchase Order line items. i.e.: Items not tracking against funding or budget
2.05		Budget: Update / change / track	Budget management and oversight to maintain the reliability of funds, obligations, expenditures, and projections
2.06		Funding: Update / change / track	Fund management and oversight to maintain the reliability of funds, obligations, expenditures, and projections
2.07		Track funding costs	Track cost associated with a variety of funding sources, special operations and individual aircraft
2.08		Forecast: Update / change / track	Forecast management and oversight as the primary source to estimate aircraft cost and provide budgetary projections for all program cost (aircraft related, BPAs and non-Purchase Order related cost)
2.09		Forecast cost projections	i.e.: System projected due dates for maintenance events, ability to report real time data
2.10		Input / track non-Purchase Order related cost	Ability to capture all program cost, especially non Purchase Order related
2.11		Track bench labor	In house repair
2.12		Track labor against discrepancy	In house repair
2.13		Define accounting periods	Identify periods per fiscal year; Close selected periods per sub-ledger and fiscal years to prevent further postings; Re-open selected periods and fiscal years to allow adjustments and roll forward to future period
2.14		Create Chart of Accounts (COA)
2.15		Prevent use of invalid account codes	Review Chart of Accounts (COA) setup flexibility / ability to support efficient transaction entry and reporting
2.16		Display a list of incomplete Journal Entries	Create and save an incomplete Journal Entry with the ability to find later and continue processing
2.17		Journal Entry: Update / change / track	Process correcting journal entries; i.e.: Prior Journal Entry affected wrong acct / dept
2.18		Track cost to aircraft
2.19		Track all labor to specific projects and default accounts
3	Notifications and Alerts
3.01		Define business rules for alerts and triggers
3.02		Display an alert on the active window in the application	i.e.: Foreign vendor requires FCPA approval, visual compliance check; invoice exceeds authorized Purchase Order amount
4	Document Management	Scan and attach documentation	Ability to scan a document from within a transaction (e.g. entry of Vendor Invoice, Purchase Order, Journal Entry, etc. ) and link it to the transaction
5	Miscellaneous
5.01		Identify and enforce business rules	i.e.: Work approval required before invoice processed for payment; system based enforcement to reduce risks of oversights
5.02		Ability to record Work Order details	Record on a work order details of local purchases of items or expenses that need to be charged to the work order, with options to mark as rebillable to customer. i.e.: Pick up a part from nearby hardware store, pay cash or use credit card
5.03		Employee expense report processing	Support employee expense report processing i.e.: Entry of expenses and attachment of scanned receipts; Base site funds/non travel expense reports
5.04		Automatic Electronic Invoice File
5.05		EDI Interface with SAP
5.06		EDI Interface with time tracking system
6	Reports
6.01		General Ledger Report	Research obligations, invoices and track cost for a specific general ledger account
6.02		Invoice by Fund Site Report	Research invoices to track cost associated with a variety of funding sources, special operations and individual aircraft
6.03		Account Balancing Report	Fund monitoring and oversight to maintain reliability of funds, obligations, expenditures. MRO should be primary source to track expenditures and provide budgetary projections
6.04		Aircraft Cost per Hour Report	(Contract Deliverable) - Report should include aircraft by type and serial number and total maintenance cost per flight hour. Cost should include all unscheduled maint, scheduled maint and corrosion control. Report should have ability for a specific date range
6.05		Invoices by Vendor Report	Research invoices for a specific vendor, Ability of high level of detail
6.06		Invoice Timing Report	Vendors paid NLT than 30 days within receipt of proper invoice, referenced on MPI-PRS Chart. Action Trigger point is 20 days after invoiced
6.07		Obligated Purchase Orders Report	Research Purchase Orders to track cost associated with a variety of funding sources, special operations and individual aircraft
6.08		Liq/Can Purchase Orders Report	Generate a report that identifies all Purchase Orders with balances. Ability to liquidate the balance between funds obligated and actuals amount paid on blanket Purchase Orders and travel
6.09		Invoice Detail for Purchase Order	Research & Review: Report should identify invoices / credits that have been processed against a specific Purchase Order. Report should have the ability to provide detailed information on a line item level
6.10		Forecast Upcoming Maint Events	Identify upcoming maintenance events for each aircraft. Report estimated time period of event and projected cost
6.11		Parts Received and not Paid	Referenced in PRS - Receipt of service/parts must not remain unpaid longer than 30 days. Mechanism is needed to generate unpaid receivers that are beyond a specific time frame
6.12		Available Funds Summary	(Contract Deliverable) - Should be available daily. Report should contain sufficient information to provide the daily status of the current funding level, obligations/expenditures and remaining funds available. The report shall include: funding sources, amounts funded, current obligations/expenditures, balance of funds remaining, percentage of funding source obligated and totals
6.13		Budget Forecast Report	(Contract Deliverable) - Should be available daily; Report should contain sufficient information to provide a daily status of the current contract value, obligations/expenditures, forecasted annual expenditures and anticipated available funds. The report shall include: funding sources, pending proposals affecting contract value, funding commitments affecting contract value only, current contract value (budget) current obligations/expenditure amounts, forecasted/projected amounts, combined obligation, expenditure and forecast amounts, anticipated budget balance, projected budget balance and totals
6.14		Funding Forecast Report	(Contract Deliverable) - Should be available daily; Report shall contain sufficient information to provide a daily status of the current funding level, obligations/expenditures, forecasted annual expenditures and anticipated funds available based on current funding level. The report shall contain funding sources, percentage of contract value funded, funding commitments, current funding amounts, obligation/expenditure amounts, forecasted/projected amounts, combined obligation, expenditure and forecast amounts, anticipated funding balance, projected funding balance and totals
6.15		Aircraft cost report	All costs associated with a aircraft on Weekly, Monthly and Yearly intervals
6.16		Project cost report	Report of all labor and other costs associated with special projects
6.17		Work Order cost report

&A &P &F

Supply DEA Aviation Division

Process Area Supply

High Level Goals Support day-to-day operations while providing stream-lined parts and property data analysis and availability and maintain accurate and efficient parts and property inventory for the Aviation Operations Center and off site warehouses.

The Software should support the ability to:				Vendor Response		A
Process / Req #	Function	Detailed Functional Requirements	Explanatory note	Code	Comment	B
1	Part Master					C
1.01		Select part information	i.e.: Shelf life data; time, control, rotable core, expendable, superseded, obsolete, airworthiness, hazmat, cross reference, alt part number, catalog reference, serialized, stock type; aircraft part, tool, equipment. Identify and flag parts that are required for tracking purposes. Identify manufactures and vendors. Turn-In Indicator selection. Hold, alert, obsolete, warranty, stock quantity, stock levels, Part Number type (engine, avionics etc.) Inventory type, electrostatic, hazmat, repairable, expendable, time control, airworthiness, cost for new, exchange cost, repair cost, warranty cost			D
1.02		Ability to load Original Equipment Manufacturer's catalog (OEM)	Ideally via XML catalog			E
1.03		Ability to scan and upload part information/pictures to part master				F
1.04		Minimum and maximum inventory limits per warehouse
1.05		Ability to select specific warehouse
1.06		Part Eligibility per aircraft model / serial number	Automatically load aircraft type model series, model number, and aircraft model pulled from part consumption
1.07		Track part consumption	Tracks only parts used on work orders and component work orders
1.08		Track hazardous materials	Hazmat ability to capture all 49 Code of Federal Regulations (CFR) and International Air Transport Association (IATA) data
1.09		Memo / notes field	Can only be edited by the author
1.10		Parts Master auditing	Ability to edit all fields of parts master and maintain all history
1.11		Track all related costs	Core, repair, new purchase, exchange, overhaul, inspection
1.12		Parts classification	Classification Table allows for information to be loaded into Parts Master to determine if A/C part, bench stock, engine, consumable, repairable item, etc.
1.13		Ability to order part through part master
2	Inventory Management/Control					3
2.01		Establish re-order levels	Re-order levels should be able to trigger purchase requests that can be reviewed and edited before conversion into a Purchase Order			3
2.02		Trackability of all excess items				3
2.03		Ability to adjust inventory quantity and cost	Require justification and responsible party from drop down selection			2
2.04		Warehouse transfer of inventory				3
2.05		Ability to create multiple warehouses				3
2.06		Create / add locations
2.07		Bar coding and scanning ability of parts and locations
2.08		Automatic system cycle inventory count
2.09		Minimum and maximum trigger points
2.10		Track shelf life / time control
2.11		Reverse inventory adjustments	Reverse gains or loses that were posted from inventory adjustments
2.12		Track part usage
2.13		Order for stock automatically goes to assigned buyer
2.14		Conduct and post physical inventories	Show history and location of last physical count.
2.15		Material Forecasting	Based on previous usage over time.
3	Receiving
3.01		Part order verification	Verify against part number and / or serial number
3.02		Part Details	Ability to enter or edit part condition, current warehouse location, attached documents, scanned images
3.03		Manufacturer's electronic data	Upload and modify manufacturer's electronic parts data
3.04		Alternate part selection	Ability to select alternate part numbers from drop down list, input part condition, unit of measure upon receipt, time control data, documentation
3.05		Stock Receiver open Parts Material Request validation	Receipt for stock must be validated against open Part Material Requests for Work Orders
3.06		Automatically reserve parts to work order and print out pick ticket
3.07		Part warranty information
3.08		Image uploading and retrieval
3.09		Generate Core Return / Claim and Receiver paperwork required to outside sources
3.10		Generate part bar code
3.11		Receive from Blanket Purchase Order	Ability to receive items from a blanket Purchase Order and track part documentation
4	Shipping
4.01		Generate shipping ticket automatically	Items going out for repair, overhaul, exchange, core
4.02		Ability to post shipping and tracking information and remove from inventory
4.03		Link to tracking information and auto-direct to shipping company shipping information
4.04		Consolidated shipping address List	List to include shipping addresses from Vendors and sub-vendor locations, customers, warehouse locations, employee addresses
5	Property Management
5.01		Multiple data fields for multiple serial numbers assigned
5.02		Track and notification alerts for accountable property
5.03		Multiple levels for property assignment
5.04		Digitally assign property to specific areas and personnel
5.05		Create / design hand receipts
5.06		Assignment history
6	Tool and Equipment Control
6.01		Track inventory and calibration schedule
6.02		Tool Check-In and Check-Out	Ability to scan tools and equipment for check in and check out for maintenance use by work / component order and identify user of tool / equipment
6.03		Tool / Equipment tracking	Track when item is out for maintenance, when received from maintenance, option to select if item was received at the vendor as inoperable or operable, and ability to receive back as inoperable or operable
6.04		Ability to see all work orders that tool /equipment has been used on
6.05		Calibration Due Alerts	Send alerts for tools and equipment that have gone past their calibration / inspection date
6.06		Auto recall calibrated tools and equipment on a variable date prior to calibration coming due
7	Barcoding
7.01		Ability to customize bar code labels for locations and parts
7.02		Barcoding / scanning system to conduct location and inventory validation
7.03		Barcoding / scanning system to execute physical inventory counts
7.04		Barcoding / scanning system to issue and receive parts
8	Warranty Administration
8.01		Warranty tracking	Track warranty parts and date of warranty expiration
8.02		General notification in work / component order if part being removed and is still under warranty
8.03		Supply notification when receiving removed part from work / component order if part is still under warranty
8.04		Cost Avoidance	Ensure to capture the cost of the part upon receipt to compare to the replacement expense
9	Rotable Management
9.01		Submit part for repair with details	Submit part for repair, select quantity, disposition of part whether to overhaul, repair, exchange, warranty. Select if part is for returned to aircraft or stock repair; AOG, priority level, recommended vendor, etc.
9.02		Repair request with additional data	Pull part data over to repair request, automatically populate time; hours / cycles, part information, data fields, discrepancy
10	Kitting
10.01		Create Part kits	Consolidate multiple parts from inventory into a kit with a single part number
10.02		Track Kit shelf Life	Ability to track multiple parts with shelf life expiration inside kit
10.03		Breakdown kits	Ability to break apart kits or pull individual parts from kits
11	Picking/Issuing Parts
11.01		Check part / alternate part availability	Notify mechanics/buyers if part is in stock in warehouse, if alternate part number is in stock prior to proceeding to part order. If part is ordered against a WO and is not in stock, buyer proceeds with part purchase
11.02		First In First Out (FIFO)	Automatically select oldest item in system for issue
11.03		Return to Stock	Return to stock; work / component work orders that are returning parts to supply that were not used will be returned to stock, system will identify current stock location of part
11.04		Part / Pick Staging	Post parts to a work / component order when parts are ready to issue
12	Excess
12.01		Standardized Excess Forms	Ability to create forms to generate parts for excess
12.02		Automatic retrieval of part detail data	Ability to auto populate forms for parts selected for excess
12.03		Free form addition of items for excess	Generate lists for items not in inventory for excess
13	Reports	Customizable system reports
14	Audit Tracking	All changes / transactions conducted on any record will provide history of what was adjusted, date of adjustment, and personnel conducting the adjustment

&A &P &F

Training DEA Aviation Division

Process Area Training

High Level Goals Track and schedule all Employee training.

The Software should support the ability to:				Vendor Response
Process / Req #	Process Name	Business / System Requirements	Explanatory Comments / Additional Notes	Code	Comment
1	User Interface
1.01		Employee portal	Allow employees to view past and enroll for upcoming training; Allow supervisors to view employee training completed / due; Allow employees to record offsite training and certifications
1.02		Administrative portal	Allows Training administrator to create and assign training based on job function or department using standardized templates; monitor training requirements on individual and departmental levels; maintains accurate training records for on-site and off-site personnel
1.03		Training templates	Allows for all personnel to have standardized training and automatically populate required training lists for new employees
1.04		Method to assign training to purchase order
1.05		Ability to create customized fields with labels	i.e.: Job function (Mechanic), Training Categories (Ethics), and Training Occurrence (Annual, one-time)
1.06		Method to track pilot training	Pilot training progression must be tracked and updated as required
1.07		Pilot qualification tracking	Method to assign qualifications to pilots within various categories as determined by DEA training personnel
1.08		MS Outlook calendar integration	i.e.: Once enrolled in or assigned to a training class, a calendar event can be automatically created for personnel
2	Notices & Alerts	Display alerts on active window within the application.	Alerts and notifications should be available for employees for upcoming training, recurring training expiration, new training opportunities, and certificate expiration
3	Scheduling
3.01		Block time for classroom style training with interactive calendar view
3.02		Self-paced training	Method to send embedded computer-based training to individuals to be performed at workstations
3.03		Additional Training Categories	Ability to schedule training classes based on multiple criteria: job function, Organization (DEA, L-3, All Employees)
4	Document Management
4.01		Provide document repository	Provide course material in various file formats.
4.02		Certificate retention	Maintain electronic copies of certifications and other documentation
5	Customized Training	Video Training System	Ability to create custom training to include embedded or hosted videos
6	Reports
6.01		Non-Pilot Training Report	(Contract Deliverable) - Quarterly Report of Training Status
6.02		Training Summary Report	Summary reporting for Department, Employee, due within time frame, Outstanding, expired, etc.
6.03		Class Roster / Sign-In	A list of employees enrolled or assigned to training with space provided for employee to Sign In in order to confirm attendance
6.04		Pilot Training Master Schedule	Master Schedule reporting that can be made available to all DEA supervisors, supervisor secretaries, and DEA training personnel
6.05		Designated Instructor Report	A list of Designated Instructors, their limitations, and qualifications
6.06		On-The-Job Training Modules	A report that tracks OJT training based on specific job functions			A

&A &P &F

Quality Control DEA Aviation Division

Process Area Quality Control

High Level Goals Accurately track all elements of airworthiness of the aircraft fleet.

Definitions:		Components: Airframe, Airframe Parts, Engines, Engine parts
		Scope Measures: Hours, Landings, Cycles, Torque Events, Days, etc.
The Software should support the ability to:				Vendor Response
Process / Req #	Function	Detailed Functional Requirements	Explanatory note	Code	Comment
1	Documents
1.01		Load, track, and update all aircraft service documents.	Ability to tie all related aircraft technical documentation based on make and model. i.e.: Federal Aviation Administration (FAA) Airworthiness Directives, Original Equipment Manufacturer's (OEM's) Service Bulletins, Service Letters, Service Notices, etc. by directive number and date
1.02		Maintain service directive compliance information.	Ability to add/update service directive compliance information. i.e.: Scope Measures
1.03		Life Limited tracking	Provide a reporting function that identifies the status on all Life limited Components and time between maintenance events based Scope Measures
2	Installation and Removal Process
2.01		Automated installation / removal process	Automatically initiate the installation and/or removal process for serialized parts installed and/or removed on work orders
2.02		Automatic un-installed part return	Ability to automatically close out process when part is not installed and is returned to stock
3	Multiple Tabs
3.01		Individual tabs for major component sub-systems	Tabs for individual engines to include all engine components. i.e. : Tab 1- Left Hand (L/H ) Engine and Left Hand (L/H ) Propeller; Tab 2 - Right Hand (R/H) Engine and Right Hand (R/H) Propeller
3.02		Mission Essential Equipment	Ability to create a Mission Equipment tab for all non Original Equipment manufacturer (OEM) equipment installed on the aircraft. in order to keep a more accurate inventory of everything installed on the aircraft. Allows for quick verification of Mission Equipment installed such as life rafts, camera equipment, Tactical Digital Frequency Modulation (TDFM) radios, etc.
3.03		Basic aircraft information	i.e.: Aircraft Total Time, Total Landings, Total Cycles, Total Torque Events, Engine Total Time, Total Starts, Total Cycles, etc.
3.04		Update basic aircraft information	Apply audit adjustments based on log book audits
4	Parts
4.01		Installation of serialized parts	Prevent a part with the same serial number and part number to be installed on multiple aircraft at the same time
4.02		Installation of time controlled parts	Ensure the time control data and scopes, for parts located in the warehouse, are carried forward with the part during the installation process
4.03		Engine Assembly installation	Ability for the complete engine assembly, including all hierarchal components to be installed / removed onto the aircraft as a single transaction
4.04		Sub-components	Ability to drill down from the primary part into the sub components
4.05		Sub-component adjustments	Ability to insert and/or correct sub component data
4.06		Master Equipment List	Ability for the system to identify the parts and quantity required by the Original Equipment Manufacturer (OEM) for each individual model of aircraft
5	Scopes
5.01		Scope Measures for Components	Calculate and maintain required tracking information for Components based installation and/or removal date

This is the start of the file's text. The full file is on GovTribe.

File details come from the government source that posted it. Updated Nov 14, 2017.