EOP CMS Sources Sought Key Capabilities Matrix.pdf

07-CMS Key Capabilities Matrix 01102022

# Category/Capability

1 = MUST HAVE

2 = DESIRED

3 = NICE TO HAVE

5 FUNCTIONAL REQUIREMENTS PMD ACQ

5.1 EOP Enterprise Contract Lifecycle Management

a. Enable users to organize, track, and automate the federal acquisition lifecycle. 1

b. Provide comprehensive procurement process workflows for collaborative reviews and approvals, with a full audit trail. 1

c. Provide an electronic signature capability for signing documents. 1

d. Enable different stakeholders to collaboratively author acquisition packages and associated procurement documents. 1

e. Enable monitoring and notification of upcoming milestones, deadlines, and need by dates for procurement actions. 1

f. Provide work queues for both task assignees and those overseeing a task. 1

5.2 Document Management

a.

Provide searchable, centralized acquisition management and repository where all documentation related to a contract or agreement are stored and accessed from a single location according to user role and permissions.

b.

Provide siloed data for each specific EOP Component allowing only authorized staff to be able to access, view, approve, etc. for their specific offices.

c.

Provide automated filing of finalized procurement documents to the appropriate procurement action file (i.e., completed and final approved acquisition package documents, approved requisitions).

d.

Provide the ability to upload, add, edit and remove various documents within the system through a drag and drop or upload function.

e. Provide the ability to attach documents to contract records. 1 f.

Provide the ability to update file naming conventions as appropriate, and support unique identifiers (contract/order number and

Title), containing an unlimited number of characters. For example: 11316021DXXXXEOP/11316021FXXXXOAS

g. Support automated interfaces within a particular procurement action to interface common data between various documents. 1 h.

Provide version control that stores different full version copies of the same contract, and provides an audit trail with edit history

(i.e., name and date of last person to edit).

i.

Provide file and document export functionality for general users, in addition to system-level export of complete contract packages

(objects) and the whole system. See “Technical Requirements: Data Management” j.

Support procurement document development by providing users the ability to author procurement documents from pre-approved templates and clauses/terms and conditions that reside in the template library.

k. Provide pre-built Government-specific templates that are customizable. 1

l. Allow editing of template library contents. 1

5.3 Alerts and Notifications

a.

Provide the ability to monitor acquisition milestones by tracking important events such as periodic review dates, contract/order expiration dates, upcoming option period dates, contract/order closeout dates and contract staging dates.

b. Provide the ability to configure and send automated system alerts, email, and calendar notifications for acquisition milestones. 1

Enterprise Contract Lifecycle Management Requirements

1 = MUST HAVE

2 = DESIRED

3 = NICE TO HAVE

c.

Provide the ability to send automated system alerts, email, and calendar notifications to personnel associated with a contract/order regarding acquisition milestones requiring action.

d. Provide the ability for users to monitor acquisition commitments and report any deviations from the approved workflow. 1 e.

Enable notification when changes to the Contracting Officer, Contract Specialist, COR, or Contractor Points of Contact changes occur.

f. Enable email notification to the COR, COR Supervisor, and Contractor for dissemination of COR Designation Letters. 1

g. Enable email notification to the COR and Contractor for dissemination of Government Shut Down Contingency Planning letters. 1 h.

Enable mass email notification functionalities to COR and Contractor for dissemination of any EOP-wide policy related correspondence (i.e., COVID-19 guidance).

i. Maintain a contract history log for auditing purposes. 1

5.4 Government Purchase Card (GPC) File Management

a.

Provide functionality for a GPC process to include steps for pre-approval of purchases and attaching the cardholder’s supporting documentation for all EOP components.

b. Include the option of adding GPC data into contract reports for a comprehensive view of all EOP purchasing by component. 1

c. Provide functionality for logging convenience check transactions and 1099 reporting for all EOP components. 1 d.

Provide functionality for GPC order management, to include tracking request for purchase, products ordered, proof of delivery, and quantity of licenses where applicable.

5.5 Contract Search

a. Store contracts in a format that supports both structured (metadata) and unstructured (free-text) searching of documents. 1

b. Provide the ability to assign metadata to documents. 1

c. Provide the ability to conduct simple searches, as well as complex searches based on multiple user-selected criteria. 1

d. Provide the ability to conduct searches by date. 1

5.6 Analytics and Reporting

a.

Provide various metrics reporting and dashboards.

Examples:

-- list of active contracts/orders that can be organized by Component and contains desired contract/order portfolio details such as indicators for services, software, license, subscriptions, and hardware

-- scheduled reporting on a recurring basis for actions including upcoming actions within 30/60/90 days

-- number of actions and dollar values executed by person or by Component

-- COVID-19 clause incorporation

-- and ad hoc reporting such as Government Shutdown Contingency Planning

1 = MUST HAVE

2 = DESIRED

3 = NICE TO HAVE

b.

Provide a set of canned reports that are common to contract lifecycle management, that can be filtered, organized, customizable by specifically identified data sets.

c.

Provide the ability to generate custom reports that would enable EOP to track a multitude of metrics, such as:

-- Workload reports.

-- Financial Reports.

-- Contracting Portfolio.

-- Procurement Acquisition Lead Times.

d. Provide the ability to subscribe to reports (canned or custom) that are automatically sent by email on a defined schedule. 1 e.

Ability to track the following performance metrics:

1. Efficiency: Performance metrics which include contract lifecycle time, contract specialist, contracting officer, customer, vendor, contract value assessments, and whether milestones were met.

2. Effectiveness: Performance metrics which include the number of contracts per type, contract specialist, contracting officer, COR, EOP component, and vendor. Inclusive of contract value, the remaining value of expired contracts, order value variance, and historical legacy contract trends.

3. Risk: Performance metrics may include standard clause variance, amount of agreements expiring without renewal dates.

f.

Provide the ability to generate reports based on any contract field, such as the Contracting Officer Representative or the Requestor name.

g.

Enable users to benchmark contracts/orders against existing regulatory frameworks. (i.e., quotas on Small Disadvantaged Business entities and Set-Asides)

h. Measure cycle times for each workflow stage to reflect and compare actual processing times against benchmarks. 1

6 TECHNICAL REQUIREMENTS

6.1 Application Integration

a. Fully support web service integration with internal systems and other cloud hosted applications. 1 b.

Contains pre-built Application Programming Interfaces (APIs) for common federal acquisition system interfaces, such as the existing contract writing system, PRISM, managed by the U.S. Department of the Treasury, Bureau of the Public Debt, Administrative Resource Center (ARC).

c.

Supports implementation of custom web APIs capable of transmitting XML or JSON formatted data using SOAP or REST-based protocols, at minimum.

d.

Interfaces with financial management systems based on Oracle Financials to track funding availability based on invoice disbursements and contract/order ceilings.

e. Support Active Directory Federation Services (ADFS) for single sign-on. 1 f.

Integrates with business intelligence (BI) tools, such as Microsoft Power BI, etc. to preview, print, and export the system data for analysis purposes.

6.2 Role-based Access Control (RBAC)

a. Provide pre-built user roles that are common to contract lifecycle management. 1

1 = MUST HAVE

2 = DESIRED

3 = NICE TO HAVE

b. Provide the ability to define and customize user roles and enable grouping of permissions. 1

c. Enable the segregation of delete, edit, and add permissions. 1

d. Provide an active user override to disable a user without removing them from the system. 1 e.

Ability to accommodate these distinct user roles (nomenclature may vary):

1. Administrator: Assigns and manages user roles

2. CFO / Manager: Ability to manage and report on all content across the enterprise

3. Contracting Officer

4. Contracting Specialist

5. Contracting Officers Representative

6. Financial Manager / Funds Manager

7. Requisition Preparer

8. Requisition Approver

9. Budget Analyst

10. Government Purchase Card (GPC) Holder

11. GPC Coordinators

12. GPC Agency Program Coordinator APC)

13. GPC Approving Officials (AO)

14. Small Business Program Analyst

15. Procurement Analyst

16. Office of General Counsel (OGC)

6.3 Hosting

a. Authorized FedRAMP Moderate if cloud-based. 1 b.

Whether cloud-based or on-premise, ability to comply with the requirements of an Authority to Operation (ATO) granted through the Government’s Security Approving Official/Authority. [Note: Vendors can demonstrate this ability by providing examples of prior ATO deployments in government settings.]

6.4 Data Management

a.

Ability to accommodate data handling under the PRA. This informs how data must be processed for archival, as well as separation of data that must be archived vs. retained at the end of a Presidential administration. This requires the ability to perform a full data export (including all metadata and file attachments) at any time for data archival or backup purposes.

b.

Scalable with the ability to seamlessly handle increases in data storage size, permitting an unlimited quantity of procurement related documents.

c. Optimized, as data/files increase, for searching, retrieve and reporting tasks. 1

6.5 Security, Auditing, and Encryption

a. Provide the ability for EOP to manage encryption keys. 1

1 = MUST HAVE

2 = DESIRED

3 = NICE TO HAVE

b. Encrypt data at rest and in transit. 1

c. Provide auditing capabilities to capture system and user actions. 1

d. Provide the ability to export audit logs for ingest into external analytical platforms including, but not limited to, Splunk. 1

e. Provide a full system audit trail for contract records, with quick reporting capabilities on all audit history logs. 1

[end of requirements]