Evaluation_Criteria.pdf

Attachment 2

Defense Human Resources Activity (DHRA)

Evaluation Criteria

DHRA Enterprise Task Management

Prospective DHRA Enterprise Task Management System vendors and their applications will be evaluated based on lowest priced, technically acceptable. Technical acceptability is the ability to meet the following evaluation criteria.

For each subfactor below, the first paragraph describes the general requirement. The next paragraphs provide detailed criteria that underpin the general requirement. Unless otherwise stated, everything expressed under each subfactor must be met by the Offeror.

Subfactor 1. Design Purpose

The Offeror shall demonstrate that the proposed Commercial off the Shelf (COTS) software is designed, specifically, for task management. The Offeror shall submit screenshots, along with a copy of the user’s manual or training material that demonstrates the following capabilities: task entry and close out, task assignment, search functionality, task notification, report functionality, dashboard functionality, task approval process, and the ability to restrict access to sensitive tasks.

The Offeror shall highlight the portions that address the capabilities addressed above.

In addition to the general requirements above, the proposal must demonstrate that the system: (1) is clearly designed for the purpose of task management and not other purposes, such as case management or tracking trouble tickets, which is being substituted for task management; (2) has the capability to add, update, delete, view, and lock records that are put into the database through a web-based portal or user site; (3) provides a tasking schema for task correspondence and action items across the chain of command in a hierarchical fashion from the DHRA Director to the individual action officers (AO) with no limits on the depth of sub-tasking and real-time status updates across the entire task assignment tree; (4) has a search capability capable of executing search inquiries by task, user, key word, document, or other fields relevant to any given task instance; (5) provides the capability to conduct standard, customized, or ad hoc query searches and reports which are exportable to Microsoft and Adobe applications; (6) provides user configurable, real time charts and tables that facilitate management, oversight, and leadership review of key tasking metrics; (7) has a task approval engine that facilitates multiple methods for task adjudication; and, (8) is certified to handle personally identifiable information and provides the ability to quarantine sensitive tasks.

Subfactor 2. Software Integration

The offer shall provide a description (4 pages max) of the task management systems integration with Microsoft Office, SharePoint, and PowerBI.

In addition to the general requirements above, the proposal must demonstrate that the system: (1) the ability create tasks with attachments directly from Microsoft Outlook; (2) the ability to approve tasks from Microsoft Outlook; (3) the ability to provide automated email notifications;

(4) ability to export task data to Microsoft Excel with active links to the original task; (5)

Microsoft SharePoint integration, including support for co-authoring and versioning; and, (6) integration with Microsoft PowerBI to support advanced dashboards.

Subfactor 3. Defense Information Systems Agency (DISA) Approval Per DFARS 239.7602-

1(b), the Offeror shall demonstrate their COTS system has been granted provisional authorization by DISA.

Subfactor 4. Interoperability

The Offeror shall demonstrate that the system has or will have (w/in 60 days of award) seamless, bi-directional communication with the Office of the Secretary of Defense (OSD)

Correspondence and Task Management System (CATMS). If the interface is already functioning, provide a description of how the interface works along with screenshots or videos of the process in action. If the feature is in development, provide a description (2 pages max) of how the Offeror is developing the capability. In either case, provide a field-level data map showing the linkages between CATMS data fields and the Offeror’s task management system data fields.

In addition to the general requirements above, the proposal must demonstrate that the system will be able to communicate bi-directionally with CATMS for, at a minimum, the core tasking information (i.e., task owner, task supporters, task content, original documents, modified documents, task type, suspense, access restrictions, and approval status) with minimal to no user involvement required, within 60 days after award. The system must also provide administrator tools to adjust field mapping.

Subfactor 5. System Reliability

The Offeror shall demonstrate the capability of delivering reliable, consistent service. The

Offeror shall submit the previous 12 months of uptime data for the systems provided in response to question 2 above. If either or both systems have been online for less than 12 months then the

Offeror shall submit the reports from initial online date until present date.

In addition to the general requirements above, this subfactor will be acceptable if the reports show an uptime of 99.5% during the business hours of Monday through Friday from 7:00 a.m. to

8:00 p.m. U.S. Eastern Standard Time.

Subfactor 6. Standards-based User Interface

The Offeror shall demonstrate that the software proposed utilizes a modern, industry accepted user interface library. The Offeror shall submit the name of the library used along with screen shots of representative data entry, report, and dashboard screens.

In addition to the general requirements above, this subfactor will be acceptable if the interface complies with the library specified and is consistent throughout the system.

Subfactor 7. Business Processes Reengineering

The Offeror shall demonstrate their capability to reengineer existing business processes in order to incorporate task management system functionality for their clients. The Offeror shall provide a narrative of the approach employed at a previous organization (4 pages max).

In addition to the general requirements above, the approach must demonstrate expertise across the analysis, design, and implementation phases of business process reengineering. The narrative should address the timeline, analysis of customer requirements, review of current processes, and design of a future process that addresses customer requirements and incorporates the task management system into a new task management process.

Alternatively, if the Offeror has not performed this function previously then the Offeror shall provide a narrative of their proposed approach (4 pages max) that would be used for DHRA along with the credentials of the employee(s) who will lead this portion of the effort. In the alternate case, this subfactor will be acceptable if the approach is credible and the lead has a documented Business Process Reengineering certification, Lean Six Sigma Black Belt certification, or equivalent credentials that deal with process engineering.

Subfactor 8. Change Management

The Offeror shall demonstrate their capability to lead or support change management. The

Offeror shall submit a previous Change Management Plan developed by the Offeror.

In addition to the general requirements above, this subfactor will be acceptable if the plan addresses the following areas: assessing change readiness; defining desired change outcomes and culture state; building case for change and detailing transition initiatives; defining change structure and governance; identifying and assessing change impacts; identifying and assessing stakeholder groups; and, developing and implementing a communications plan.

Subfactor 9. Training

The Offeror shall demonstrate their capability to train the staff of a large, multi-site organization.

Propose or provide a sample training plan (5 pages max).

In addition to the general requirements above, this subfactor will be considered acceptable if the training plan demonstrates the Offeror’s capability and capacity to organize, schedule, and execute: (1) 28 group and 30 individual training sessions, including train-the-trainer, encompassing 400 DHRA staff members and 30 senior leaders; and, (2) week-long training per site at up to six different sites concurrently within the continental United States.