High Level Requirements.pdf

Agency: Department of the Army

Office: Army Product Lead Computer Hardware Enterprise Software Solutions (PL CHESS)

Project Name: Web-Based Army Marketplace System

Project Description

On behalf of Project Lead Computer Hardware Enterprise Software Solutions (PL CHESS) under Program Executive Office, Enterprise Information Systems (PEO EIS), Army Contracting Command – Rock Island (ACC-RI) is issuing this Request for Information (RFI) to obtain information from Industry regarding the ability to provide IT services on behalf of the Department of the Army. RFI responses are due in 30 days.

The acquisition aims to develop a web-based marketplace tool that facilitates the comparison of contract vehicle data from multiple organizations and multiple platforms/data sources. The tool will include a "Buy Now" option, allowing users to make purchases directly through the platform.

Additionally, the tool will leverage existing capabilities for a streamlined UI/UX to enhance the user experience and enable the completion of acquisition documentation through AI capabilities.

The system shall also incorporate features to ensure auditability throughout its operation and be customer focused.

Functional Requirements

1. Contract Vehicle Comparison

1.1 Data Aggregation & Automation

• The system shall aggregate contract vehicle data from multiple organizations and platforms/data sources. Run analytics in the background to compare CHESS with Industry prices and a better user experience. Evaluate current contracts for emerging trends annually.

Identify processes that can be automated.

Data sources may include but are not limited to government agencies, private organizations, and other relevant entities.

Auditable Detail: All data aggregation processes shall be logged, including the timestamp, source of data, and any errors encountered during the process.

1.2 Search and Filtering

• Users shall be able to search and filter contract vehicles based on various criteria such as type, organization, pricing, and contract terms.

Auditable Detail: User interactions with search and filtering functionalities shall be logged to track the criteria used for comparison.

1.3 Detailed Information

• Detailed information about each contract vehicle, shall be displayed, including terms and conditions, pricing details, and relevant documents. Integrate analytics to provide contract monitoring to see where the Army stands in pricing vs industry. Conduct analytics, develop dashboards, and show escalation of prices to include emerging software trends.

Auditable Detail: Access to detailed information shall be logged, indicating which users accessed specific contract details and when.

2. Establish an Assisted Acquisition cell with assisted acquisition and consulting services for the user.

2.1 Establish a process for obtaining customer requirements when an exact solution is not known, or assistance is needed in determining information technology products/services. The platform should allow easy collaboration with vendors, customers, and business partners while securely sharing documents, negotiating, obtaining electronic signatures, and sending mail.

2.2 Request for RFx Tool

• The system will be integrated with the Automated Documentation Tool in section 5.1 to solicit quotes/proposals from vendors. It will also include RFx templates and clause library.

Auditable Detail: This tool will track the participation of vendors in the quoting/proposing process and provide metrics.

2.3 Vendor Quotes/Proposals

• The system will capture the vendor quotes/proposals received from section 2.2 and integrate them with section 3.2 so the customer can make and track payments to the vendor. If it is a commodity product, then shipping tracking should be incorporated from the vendor to track delivery dates expected versus actual delivery.

Auditable Detail: The tool will track vendor expected delivery dates versus actual delivery dates and provide notification when excessive delays are found.

3. Buy Now Option

3.1 Purchase Workflow

• Users shall have the option to make purchases directly through the platform. The system shall have a secure, dynamic, user- based, and streamlined purchase workflow (that includes a review and approve process) shall be implemented.

Auditable Detail: Purchase transactions, including successful and unsuccessful attempts, shall be logged with details such as user ID, transaction ID, and timestamp.

3.2 Payment Integration

• The system shall integrate with secure payment gateways to facilitate online transactions through multiple payment options (credit card, electronic funds transfer, etc.) shall be supported.

Auditable Detail: Payment transactions and authorization processes shall be logged to ensure financial traceability.

3.3 Develop software license lifecycle management tool.

• Software license purchases will be tracked by license type. A dashboard is required with customer notifications on software maintenance renewals.

• The tool will track all software licenses purchased by the organization (Army command to owning command), ownership, PoP, contract, pricing, software type, and other defining characteristics. Consolidated dashboards are needed for a wholistic view.

• The Ability to transfer licenses between organizations when licenses are no longer needed.

Approval processes between both organizations are required.

4. UI/UX Integration

4.1 Streamlined User Interface

• The system shall leverage the existing UI/UX capabilities to create a user-friendly and intuitive interface for seamless navigation. Streamline and integrate the waiver process and allow tracking of review status.

Auditable Detail: UI/UX design changes, including updates and modifications, shall be documented with version control.

• Capture system metrics of the commonly used tools and clicks throughout the site to provide better usability metrics of the website.

• Provide the capability for users to provide feedback on tools and features of the system

4.2 Responsive Design

• The platform shall be responsive, ensuring a consistent and optimal user experience across various devices (desktops, tablets, and mobile phones).

Auditable Detail: Device-specific interactions and optimizations shall be logged for analysis and improvement.

5. AI-Enabled Acquisition Documentation

5.1 Automated Document Completion

• The system shall incorporate AI capabilities to assist users in completing acquisition documentation. Leverage AI to track "like products" and identify high-risk products.

AI algorithms shall analyze user inputs and generate accurate and compliant acquisition documents.

Auditable Detail: AI-generated documents and user interactions with the AI component shall be logged for accountability and auditing purposes.

5.2 Document Management

• The platform shall provide document storage and management capabilities, allowing users to access and retrieve completed acquisition documents.

Auditable Detail: Document access, modifications, and version history shall be logged to track changes and ensure document integrity.

Non-Functional Requirements

1. Security

1.1 Data Encryption

• All sensitive data, including user information and transaction details, shall be encrypted to ensure confidentiality.

Auditable Detail: Encryption key changes and access to decryption processes shall be logged to maintain data security.

1.2 Authentication and Authorization

• The system shall have robust authentication and authorization mechanisms implemented to control access to the platform.

Auditable Detail: For security monitoring, login attempts, access grants, and authorization changes shall be logged for security monitoring.

2. Performance

2.1 Scalability

• The system shall be designed to handle a growing number of users and data without compromising performance. Use chatbots to assist the user.

Auditable Detail: Scalability tests, performance monitoring, and adjustments shall be documented to ensure optimal system performance.

2.2 Load Time

• Web pages and functionalities shall load within acceptable time limits to provide a responsive user experience.

Auditable Detail: Page load times and performance metrics shall be logged for continuous improvement.

3. Reliability

3.1 Availability

• The platform shall have high availability, minimizing downtime for users.

Auditable Detail: Downtime incidents, system availability, and recovery processes shall be logged for reliability analysis.

3.2 Backup and Recovery

• Regular data backups and a reliable recovery mechanism shall be in place to prevent data loss.

Auditable Detail: Backup schedules, data restoration processes, and backup integrity checks shall be documented.

4. Compliance

4.1 Regulatory Compliance

• The system shall comply with relevant regulations and standards, ensuring legal and ethical use of data.

Auditable Detail: Compliance checks, audits, and documentation of regulation adherence shall be maintained.

Conclusion

These enhanced requirements document includes detailed auditability requirements for each functional and non-functional aspect of the web-based marketplace tool. Including auditable details ensures transparency, accountability, and the ability to trace and analyze system activities. Notional timelines for implementing these features would be subject to project planning and development phases, with ongoing auditing being an integral part of the system's operation. The platform should allow users across the enterprise to initiate, execute, and manage contracts — from start to signature.

The Government is requesting submission of a whitepaper response inclusive of:

Prior completed projects of similar scope and magnitude

User stories/POC’s

Is your proposed solution custom code or a COTS based solution? If COTS, please provide a licensing model.

Your solutions ability to meet Amy Cybersecurity requirements.

Required infrastructure and system specifications for your solution.

Associated BOM’s with proposed milestones/timelines.

Could a demo be provided upon request?