ESM_Appendix A 2 Functional and Business Requirements Workbook Final.xlsx

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Attached to
Enterprise Sales and Marketing Solution Federal contract opportunity
Solicitation number
2031JG22R00025
Issued by
Department of the Treasury Departmental Offices

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This document outlines functional and business requirements for an Enterprise Sales and Marketing Solution. The United States Mint seeks an end-to-end solution to administer their numismatic retail program, including order management, financial management, customer relationship management, inventory management, data reporting and analytics, information technology, and business operations functions. Required capabilities include order intake and tracking, financial transaction processing, customer and user account management, inventory receipt and tracking, warehouse management, point-of-sale system integration, security compliance, and a customer contact center. Additionally, the solution must provide marketing, website development and administration, email and paid digital media capabilities to support the numismatic program.

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Amendment 002 Solicitation 2031JG22R00025.xlsx XLSX spreadsheet
ESM_Attachment C-1_VPAT Template.doc.docx DOCX document
REVISED United States Mint Request for Prosposal Solicitation 2031JG22R00025 Enterprise Sales and Marketing Solution.pdf PDF
ESM_Attachment 10_Contractor Performance Questionnaire_Final.docx DOCX document
Amendment 001 Solicitation 2031JG22R00025.xlsx XLSX spreadsheet
United States Mint Request for Prosposal Solicitation 2031JG22R00025 Enterprise Sales and Marketing Solution.pdf PDF
United States Mint Request for Proposal ESM Solicitation 2031JG22R00025.doc DOC document
ESM_Appendix D USM Internal and External Systems Interface Descriptions Final.xlsx XLSX spreadsheet
ESM_Attachment 7 Operational Cost Scenario Template Final.xlsx XLSX spreadsheet
ESM_Attachment 11 Contract Release-Form 7510 Final.docx DOCX document
ESM_Attachment 12 Sample Labor Categories and Descriptions Final.docx DOCX document
ESM_Appendix B Deliverables and Content Requirements Final.docx DOCX document
ESM_Attachment 5 System Security Control Baselines Final.docx DOCX document
ESM_Attachment 9 Management and Technical Section L and M Final.pptx PPTX presentation
ESM_Appendix A 1 Functional and Business Requirements Final.docx DOCX document
ESM_Attachment 8 Overall Factor and Sub Factor Weighting Final.pptx PPTX presentation
ESM_Appendix C Go-Live and Full Operational Capability Definitions Final.docx DOCX document
ESM_Attachment 1 Statement of Objectives Final.docx DOCX document
ESM_Attachment 2 Historical Data Final.pptx PPTX presentation
ESM_Attachment 3 Key Performance Indicators Final.docx DOCX document
ESM_Attachment 4 Pay.Gov Technical Overview Final.pdf PDF
ESM_Attachment 6 Pricing Template Final.xlsx XLSX spreadsheet
ESM_Attachment 10 Contractor Performance Questionnaire Final.docx DOCX document
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ESM

APPENDIX A-2: Functional & Business Requirements Workbook
The below table represents the functional and business operations needs of the USM numismatic program. The Contractor shall, at a minimum, provide all of the functional and business needs identified as a “1”. All "1" needs MUST be included in Contractors base pricing. Contractors that are unable to meet all category “1” needs will not be considered eligible for award. The USM strongly desires the functional and business needs identified as a “2”, but they are not considered minimum requirements. In Section 3.0, please identify any additional features and functions not identified Sections 1.0 and 2.0 that are being proposed to the USM as part of the overall end-to-end solution (all features and functions detailed in this section MUST be included in the Contractors base pricing). In Section 4.0, please identify any optional features and functions that can be offered to the USM, but require separate pricing. Section 4.0 will not be evaluated by the Government but may be considered for inclusion in the contract. Please note, USM definitions of certain functional and business needs are annotated as a footnote marked as ["X"].
PriorityCheck One OnlyNarrative Descriptions (Explain how the features, functions, and processes operate)
Standard (Configurable or
out-of-the-box)Customization RequiredNot Provided
1.0 FUNCTIONAL NEEDS
1.1Order Management Capability
1.1.1Order Intake Through All Sales Channels1
1.1.2Order Tracking1
1.1.3Return/Exchange Management1
1.1.4Backorder/Preorder Management [1]1
1.1.5Exception Order Processing [2]1
1.1.6Household Order Limit Processing [3]1
1.1.7Real Time Fraud Detection/Resolution Management1
1.1.8Subscription/Membership Order Management [4]1
1.1.9Shipping and Handling Options and Preferences1
1.1.10Maintain First-In First-Served Processing and Release to Fulfillment2
1.1.11Customer Data Maintenance1
1.1.12Data Conversion and Cleansing from Legacy System1
1.1.13E-Gift Certificate Management1
1.2Financial Management Capability
1.2.1Maintain Subledger(s) of Financial Transactions [5]1
1.2.2Manage Financial Transaction to GL Posting Translation Rules [6]1
1.2.3Financial Audits1
1.2.4Credit Card Payment Processing1
1.2.5Debt Collection Processing1
1.2.6Ability to Have Hands on Financial Queries in the System1
1.3Customer Relationship Management (CRM)
1.3.1Track and Manage Inbound and Outbound Customer Contacts and Orders Across All Channels1
1.3.2User Account Management1
1.3.3User Group Management1
1.3.4Loyalty Program2
1.3.5Marketing Analytics Platform1
1.3.6Email Marketing Campaign Management2
1.3.7Social Media Integration2
1.4Inventory/Warehouse Management Capability
1.4.1Product Receipt, Inspection and Tracking [7]1
1.4.2Product Shipment Documentation1
1.4.3Multiple Logical Warehouse Management1
1.4.4Returns Management [8]1
1.4.5Tracking Breakdown of Products into Component Parts (Detrash)1
1.4.6Tracking Standard Cost [9]1
1.4.7Tracking Inventory Loss1
1.4.8Tracking Inventory Damage1
1.4.9Tracking and Monitoring Certificates of Non-Receipt (CNR)1
1.5Point-of-Sale (POS) System (Excluding Staffing Resources at Sales Locations)
1.5.1POS Hardware and Software1
1.5.2Order Management Integration (Real-Time)2
1.5.3Inventory Management Integration2
1.5.4Customer Relationship Management (CRM) Integration2
1.6Data Asset Management & Reporting
1.6.1Standard/Adhoc/Custom/Management Reports and Executive Dashboards1
1.6.2Data Asset Architecture1
1.6.3Data Feed and Data Access2
1.6.4Metadata2
1.6.5Advanced Analytics2
1.6.6Federal Data Management1
1.7Information Technology
1.7.1Backup and Disaster Recovery1
1.7.2FedRAMP and Executive Order (EO) 14028 Compliance1
1.7.3Continuous Monitoring Access for Mint2
1.7.4System Authentication1
1.7.5Change Management/Configuration Management2
1.7.6Account Management1
1.7.7Internal & External Security Audits2
1.7.8System Security Authorization (SSA)1
1.7.9Audit Assessment and Review Support1
1.7.10Integration1
1.7.11Physical Security Compliance2
2.0 BUSINESS OPERATIONS NEEDS
2.1Management Approach
2.1.1Staffing Plan1
2.1.2Personnel Needs1
2.1.3Personnel Security1
2.2Risk Management
2.2.1Risk Management Plan2
2.2.2Incident Management Action & Communication Plan1
2.2.3Stakeholder Management & Communications Plan2
2.2.4Project Integration Management Plan2
2.2.5Audit Compliance1
2.3Customer Contact Center
2.3.1Customer Service Representatives [10]1
2.3.2Product Issue Support1
2.3.3Interactive Voice Response (IVR)1
2.3.4Call Recording1
2.3.5Warm Transfer2
2.3.6Capacity & Contingency Planning2
2.3.7Training2
2.3.8Customer Relationship Management Tool (CRM)1
2.3.9Quality Testing and Monitoring1
2.4Warehouse & Fulfillment
2.4.1Inventory Management [11]1
2.4.2Fulfillment Order Processing1
2.4.3Packing and Shipping Management [12]1
2.4.4Authorized Bulk Purchase Program (ABPP) [13]2
2.4.5Manage USPS Trust Account1
2.4.6Manage USPS Volume Requirements1
2.5Point of Sale (POS) System
2.5.1Functionality1
2.5.2Integration2
2.5.3Returns Management1
2.5.4Compliance1
2.6Integrated Performance Marketing Services
2.6.1Management and Performance Approach2
2.6.2eCommerce Website Development & Administration1
2.6.3eCommerce Web Front [14]1
2.6.4Techology Stack Integration and Maintenance1
2.6.5Search Engine Optimization (SEO)2
2.6.6Digital Creative Services1
2.6.7Paid Digital Media Planning, Buying and Optimization1
2.6.8Email & SMS Marketing1
2.6.9Social Media Content Development2
2.6.10Third Party Marketplaces2
2.6.11Marketing Data Support1
3.0 Additional Features Included in Proposed Solution (fill-in additional lines required below)

4.0 Optional Features Separately Priced (fill-in additional lines as required below)

[1] Back Order Management -- includes capability to accept orders for out of stock products providing customers an available-to-promise date based on multiple inventory replenishment cycles.
[2] Exception Order Processing – Processes for handling orders that fail to meet automated business rules (e.g credit card holds).
[3] Household Order Limit Processing – On a product-by-product basis for specific products, the USM restricts the number of units that can be ordered. The USM limits this by household, conducting an audit of customer information, ship-to-addresses, billing addresses, credit card information, email account, and other information. Needs to be automated and reconciled prior to order acceptance.
[4] Subscription/Membership Order Processing – SKUs change with each subscription release, same product is not shipped twice, products are in a successive series.
[5] Business event examples: sale, return, receipt of inventory, etc. Financial transaction examples: record receivable, record cash-in-transit, decrease aggregate asset value, etc.
[6] Translate/Aggregate Financial Transactions into GL Posting -- General Ledger Posting format and transmit to Oracle Federal Financials.
[7] Gross Quality Inspection -- Vendor is responsible for accepting inventory of inbound shipments after an inventory count and after gross inspection that the inventory is in acceptable condition (not wet or visibly damaged, and generally good condition).
[8] Returns Management – USM will not require customers to have an RMA to return products, however, this functionality is desired for those who opt to use it and for better USM tracking management.
[9] Tracking Standard Costs -- Standard costs are tracked in the inventory system for valuating the inventory.
[10] Physical Contact Center Facility, may include Virtual Contact Center Staffing -- Current hours of operation are 7-days-a-week, 8:00 a.m. to midnight (ET), however, vendor should propose optimal hours of operation per industry standard and cost-benefit.
[11] Directed Quality Inspection -- At the specific request of the USM, Vendor to conduct quality inspections of specified product utilizing established standards appropriate for the incident.
[12] Shipping Management, Contracts and Negotiation – Vendor is responsible for negotiating and holding the contracts with shipping companies in a manner that meets customer service levels and provides best value to the government.
[13] Bulk Order Fulfillment – the USM fulfills orders in bulk quantities for customers at different shipping fees and via secure/armored transportation when total value warrants special transportation. Vendor will be responsible for these contracts.
[14] Content Management System --USM is responsible for product photography.

File details come from the government source that posted it. Updated .