Oracle Upgrade PWS -Final Draft 7-9-2026 -Clean.docx

Oracle Retail MFCS and SIOCS Cloud Services Migration

VA-27-00003431

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

Veterans Canteen Service (VCS)

Oracle Retail MFCS and SIOCS Cloud Service Migration

Date: July 9, 2026

VA-27-00003431

PWS Version Number: 1.0

Contents

BACKGROUND

The Veterans Canteen Service (VCS) was statutorily established on August 7, 1946, under 38 U.S.C. Ch. 78 to provide America’s Veterans enrolled in VA’s healthcare system, their families, survivors, caregivers, and VA employees with reasonably priced merchandise and services essential to their comfort, health, and wellbeing. With our many retail stores, cafés and coffee shops across the country, we serve those who have served our country. Our Canteens are whole health spaces for Veterans to connect, relax, share and care for themselves in an environment that is their benefit. We are proud to Serve America’s Veterans and those who provide for their care.

Our Mission To provide America’s Veterans, enrolled in VA’s Health Care System, their families, caregivers, VA employees, volunteers, and visitors reasonably priced merchandise and services essential to their comfort, health and well-being.

Our Vision As an integral part of the VA community, be an efficient, innovative, customer-driven, environmentally friendly organization consistently delivering merchandise and services of exceptional quality and value by a knowledgeable, friendly and enthusiastic team that takes pride in our mission.

Giving Back VCS is proud to be part of the U.S. Department of Veterans Affairs. We are a self-sustaining entity providing merchandise and services to Veterans enrolled in VA’s healthcare system, their families, caregivers, VA employees, volunteers and visitors. We are honored to give back to the VA community through many programs established for the health and well-being of our nation’s heroes. Revenues generated from VCS are used to support a variety of programs, such as VA’s Rehabilitation Games, Fisher Houses, Poly-Trauma Centers for Operation Iraqi Freedom(OIF)/ Operation Enduring Freedom (OEF)/Operation New Dawn(OIF/OEF/OND) Veterans, disaster relief efforts, Substance Abuse Cessation, VA’s Homelessness initiatives, Women Veterans, Veteran Suicide Prevention and other activities.

VCS currently operates nationwide on Oracle Retail Merchandising System (RMS) v13, and Store Inventory Management (SIM) hosted on legacy on-premises application servers that do not meet the current Department of Veterans Affairs (VA) Office of Information and Technology (OIT) Security requirements. To achieve compliance, VCS must implement a modernized replacement system under an accelerated implementation timeline.

This Performance Work Statement (PWS) outlines the requirements, tasks, deliverables, and performance standards to transition from the current on-premises Oracle Retail RMS and SIM systems to Oracle Retail Merchandising Foundation Cloud Services (MFCS) and Oracle Retail Store Inventory and Operations Cloud Services (SIOCS) . FedRAMP compliance and associated FedRAMP authorization activities shall not be required under this contract.

APPLICABLE DOCUMENTS

n the performance of the tasks associated with this Performance Work Statement, the Contractor shall comply with the following:

1. “Federal Information Security Modernization Act of 2014”

2. Federal Information Processing Standards (FIPS) Publication 140-3, “Security Requirements for Cryptographic Modules”, March 22, 2019

3. FIPS Pub 199. “Standards for Security Categorization of Federal Information and Information Systems,” February 2004

4. FIPS Pub 200, “Minimum Security Requirements for Federal Information and Information Systems,” March 2006

5. FIPS Pub 201-3, “Personal Identity Verification of Federal Employees and Contractors,” January 2022

6. 10 U.S.C. § 2224, "Defense Information Assurance Program", as amended

7. 5 U.S.C. § 552a, as amended, “The Privacy Act of 1974”

8. Public Law 109-461 (P.L. 109-461), Veterans Benefits, Health Care, and Information Technology Act of 2006, as amended, Title IX, Information Security Matters

9. 42 U.S.C. § 2000d “Title VI of the Civil Rights Act of 1964”, as amended

10. VA Directive 0710, “Personnel Vetting Program,” September 8, 2025, https://www.va.gov/vapubs/index.cfm

11. VA Handbook 0710, “Personnel Vetting Program,” September 8, 2025, https://www.va.gov/vapubs/index.cfm

12. VA Directive 6102, “Internet/Intranet Services,” August 5, 2019

13. 36 C.F.R. Part 1194 “Information and Communication Technology Standards and Guidelines,” as amended

14. Office of Management and Budget (OMB) Circular A-130, “Managing Federal Information as a Strategic Resource,” July 28, 2016

15. 32 C.F.R. Part 199, “Civilian Health and Medical Program of the Uniformed Services (CHAMPUS)”, as amended

16. NIST SP 800-66 Rev. 2, “Implementing the Health Insurance Portability and Accountability Act (HIPAA) Security Rule: A Cybersecurity Resource Guide,” February 2024

17. 45 C.F.R Parts 160 and 164, Subparts A and E, the Standards for Privacy of Individually Identifiable Health Information (“Privacy Rule”); and 45 C.F.R. Parts 160 and 164, Subparts A and C, the Security Standard (“Security Rule”); as amended

18. Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended

19. Homeland Security Presidential Directive (12) (HSPD-12), August 27, 2004

20. VA Directive 6500, “VA Cybersecurity Program,” February 24, 2021 (see VA NOTICE 24-18, dated September 27, 2024, “Update to VA Directive 6500 Cybersecurity Program”, and VA Notice 25-07, dated 3/18/25, “Amending VA Directive 6500 to incorporate M-24-15”)

21. VA Handbook 6500, “Risk Management Framework for VA Information Systems VA Information Security Program,” February 24, 2021 (see VA Notice 25-01, dated October 15, 2024, “Update to VA Handbook 6500 Risk Management Framework for VA Information Systems VA Information Security Program”, and VA Notice 25-06, dated 3/18/25, “Amending VA Directive 6500 to incorporate M-24-15”, VA Notice 25-16, dated September 15, 2025, “Amending VA Handbook 6500 to Replace Enterprise Mission Assurance Support Services Tool With Office of Information Technology Governance Risk Compliance Tool, and VA Notice 25-17, dated September 22, 2025, “Rescission Of Office Of Information Security (OIS) Deputy Assistant Secretary (DAS) Memorandum – Requirements of Proper Plan of Action and Milestones (POA&M) Completion)

22. VA Handbook 6500.2, “Management of Breaches Involving Sensitive Personal Information (SPI),” June 30, 2023

23. VA Handbook 6500.6, “Contract Security,” March 12, 2010 (see VA Notice 24-12, dated April 22, 2024, “Update to VA Handbook 6500.6, Contract Security, Appendix C VA Information and Information System Security/Privacy Language For Inclusion Into Contracts, As Appropriate”)

24. VA Handbook 6500.8, “Information System Contingency Planning,” March 25, 2025

25. VA Handbook 6500.10, “Mobile Device Security Policy,” February 15, 2018 (see VA NOTICE 25-10, dated June 9, 2025, “Use of Personally Owned Mobile Devices Policy Amendment of Department of Veterans Affairs Handbook 6500.10”, and VA Notice 25-15, dated August 22, 2025, “Update to VA Handbook 6500.10 Mobile Device Security Policy”)

26. VA Handbook 6500.11, “VA Firewall Configuration,” August 22, 2017

27. OIT Process Asset Library (PAL), OIT Process Asset Library.

28. One-VA Technical Reference Model (TRM) (reference at https://www.va.gov/trm/TRMHomePage.aspx)

29. VA Directive 6508, “Implementation of Privacy Threshold Analysis and Privacy Impact Assessment,” October 15, 2014

30. VA Directive 6510, “VA Identity, Credential and Access Management,” September 3, 2024

31. VA Handbook 6510, “VA Identity, Credential and Access Management,” September 27, 2024

32. VA Directive and Handbook 6513, “Secure External Connections,” October 12, 2017

33. VA Directive 6300, “Records and Information Management,” September 21, 2018

34. VA Handbook, 6300.1, “Records Management Procedures,“ March 24, 2010

35. NIST SP 800-37 Rev 2, “Risk Management Framework for Information Systems and Organizations: A System Life Cycle Approach for Security and Privacy,” December 2018

36. NIST SP 800-53 Rev. 5, “Security and Privacy Controls for Federal Information Systems and Organizations,” September 23, 2020 (includes updates as of 12/10/2020)

37. VA Directive 0735, “Homeland Security Presidential Directive 12 (HSPD-12) Program,” October 26, 2015

38. VA Handbook 0735, “Homeland Security Presidential Directive 12 (HSPD-12) Program,” March 24, 2014

39. OMB Memorandum 05-24, “Implementation of Homeland Security Presidential Directive (HSPD) 12 – Policy for a Common Identification Standard for Federal Employees and Contractors,” August 5, 2005

40. OMB Memorandum M-19-17, “Enabling Mission Delivery Through Improved Identity, Credential, and Access Management,” May 21, 2019

41. OMB Memorandum, “Guidance for Homeland Security Presidential Directive (HSPD) 12 Implementation,” May 23, 2008

42. Federal Identity, Credential, and Access Management (FICAM) Architecture, June 30, 2023 (FICAM Architecture (idmanagement.gov))

43. NIST SP 800-116 Rev 1, “Guidelines for the Use of Personal Identity Verification (PIV) Credentials in Facility Access,“ June 2018

44. NIST SP 800-63 Rev 4, 800-63A-4, 800-63B-4, 800-63C-4, “Digital Identity Guidelines,” August 1, 2025

45. NIST SP 800-157, “Guidelines for Derived PIV Credentials,” December 2014

46. VA Memorandum, VAIQ #7100147, “Continued Implementation of Homeland Security Presidential Directive 12 (HSPD-12),” April 29, 2011 (reference https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514)

47. IAM Identity Management Business Requirements Guidance document, May 2013, (reference Enterprise Architecture Section, PIV/IAM (reference https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514)

48. VA Memorandum “Personal Identity Verification (PIV) Logical Access Policy Clarification,” July 17, 2019, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4896

49. Trusted Internet Connections (TIC) 3.0 Core Guidance Documents, https://www.cisa.gov/publication/tic-30-core-guidance-documents

50. OMB Memorandum M-19-26, “Update to the Trusted Internet Connections (TIC) Initiative,” September 12, 2019

51. OMB Memorandum M-08-23, “Securing the Federal Government’s Domain Name System Infrastructure,” August 22, 2008

52. Sections 524 and 525 of the Energy Independence and Security Act of 2007, (P.L. 110–140), December 19, 2007

53. Section 104 of the Energy Policy Act of 2005, (P.L. 109–58), August 8, 2005

54. Executive Order 13221, “Energy-Efficient Standby Power Devices,” August 2, 2001

55. Executive Order 14148, “Initial Rescissions of Harmful Executive Orders and Actions,” dated January 20, 2025

56. VA Directive 0057, “VA Environmental Management Program,” October 25, 2022

57. OIS VAIQ #7424808 Memorandum, “Remote Access,” January 15, 2014, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

58. Clinger-Cohen Act of 1996, 40 U.S.C. §11101 and §11103

59. “Veteran Focused Integration Process (VIP) Guide 4.0,” March 2021, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371

60. VA Memorandum “Proper Use of Email and Other Messaging Services,” January 2, 2018, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

61. “Product Line Management Transformation Playbook” version 3.1, August 2023, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4946

62. NIST SP 500-267B Revision 1, “USGv6 Profile,” November 2020

63. OMB Memorandum M-21-07, “Completing the Transition to Internet Protocol Version 6 (IPv6),” November 19, 2020

64. Social Security Number (SSN) Fraud Prevention Act of 2017

65. Section 240 of the Consolidated Appropriations Act (CAA) 2018, March 23, 2018

66. C.F.R Title 15 Part 7, “Securing the Information and Communications Technology and Services (ICTS) Supply Chain”, as amended

67. Executive Order 14028, “Executive Order on Improving the Nation's Cybersecurity,” May 12, 2021, https://bidenwhitehouse.archives.gov/briefing-room/presidential-actions/2025/01/16/executive-order-on-strengthening-and-promoting-innovation-in-the-nations-cybersecurity/

68. OMB Memorandum M-22-09, “Moving the U.S. Government Toward Zero Trust Cybersecurity Principles”, January 26, 2022, https://www.whitehouse.gov/wp-content/uploads/2022/01/M-22-09.pdf.

69. NIST SP 800-52 Revision 2, “Guidelines for the Selection, Configuration, and Use of Transport Layer Security (TLS) Implementations

70. OMB M-26-05, “Adopting a Risk-based Approach to Software and Hardware Security,” January 23, 2026

71. OMB M-21-31, “Improving the Federal Government’s Investigative and Remediation Capabilities Related to Cybersecurity Incidents,” August 27, 2021

72. NIST SP 800-88 Revision 1 “Guidelines for Media Sanitization,” December 2014

73. CISA Binding Operational Directive (BOD) 19-02: “Vulnerability Remediation Requirements of Internet-Accessible Systems,” April 29, 2019, BOD 19-02: Vulnerability Remediation Requirements for Internet-Accessible Systems | CISA

74. CISA BOD 22-01: “Reducing the Significant Risk of Known Exploited Vulnerabilities,” November 3, 2021, BOD 22-01: Reducing the Significant Risk of Known Exploited Vulnerabilities | CISA

75. CISA BOD 23-01: Improving Asset Visibility and Vulnerability Detection on Federal Networks.” Cybersecurity & Infrastructure Security Agency (CISA), BOD 23-01: Improving Asset Visibility and Vulnerability Detection on Federal Networks | CISA

76. VA Directive 6550, Pre-Procurement Assessment and Implementation of Medical Devices/Systems, June 03, 2019

77. VA Memorandum, “VA Security Controls,” January 17, 2025, https://www.voa.va.gov/DocumentView.aspx?DocumentID=5010

78. E.O. 13960, “Promoting the Use of Trustworthy Artificial Intelligence in the Federal Government,” December 3, 2020

79. E.O. 14319, “Preventing Woke AI in the Federal Government,” July 23, 2025

80. OMB Memorandum M-25-21, “Accelerating Federal Use of AI through Innovation, Governance, and Public Trust,” April 3, 2025

81. OMB Memorandum M-25-22, “Driving Efficient Acquisition of Artificial Intelligence in Government,” April 3, 2025

82. OMB Memorandum M-26-04, “Increasing Public Trust in Artificial Intelligence (AI) Through Unbiased AI Principles,” December 11, 2025

SCOPE OF WORK

The Contractor shall provide all labor, subject matter expertise, project management, tools, middleware, and technical services required to migrate the existing Oracle Retail Merchandising System (RMS), Store Inventory Management (SIM), Retail Data Warehouse (RDW) and Electronic Data Interchange (EDI) Pre-processor applications operating within the Veterans Canteen Service (VCS) environment to the Oracle Retail Merchandising Foundation Cloud Service (MFCS) and Oracle Retail Store Inventory and Operations Cloud Service (SIOCS).

Oracle Retail Cloud Services subscriptions and all associated Oracle-managed cloud environments are Government-Furnished Services (GFS) procured under a separate Government contract and are expressly excluded from this contract's scope of supply. The Contractor shall not procure, invoice for, or otherwise include Oracle Retail Cloud Services subscription costs within this contract.

The Contractor shall deliver a secure, compliant, and fully operational cloud‑based retail merchandising and inventory management solution. Required activities include, but are not limited to, the following:

· Discovery and current‑state assessment

· Fit/Gap analysis and future‑state solution design

· Configuration of MFCS and SIOCS (within Government-furnished environments)

· Development and testing of system integrations

· Data profiling, cleansing, and migration

· Test planning and execution (unit, System Integration Testing (SIT), User Acceptance Testing (UAT), regression

· Cutover planning, execution, and go‑live support

· Hypercare and stabilization support

· Project management, progress reporting, and risk management

· Security and compliance activities

· Knowledge transfer, training, and documentation development

· Ongoing sustainment of tenant-level configurations, integrations, and operations throughout the Period of Performance

The Contractor shall collaborate with Oracle to provision required cloud environments and shall deliver all professional services necessary to plan, design, configure, integrate, migrate, test, deploy, and stabilize the modernized cloud solution in support of VCS business operations. The Contractor shall employ appropriate tools, accelerators, and methodologies to enable an efficient and controlled migration of merchandising and inventory data, configurations, and business rules from RMS v13 to MFCS and SIOCS. This includes minimizing manual effort, reducing implementation risk, and mitigating transition complexity. The Contractor shall conduct a technical and functional assessment to validate all requirements needed to complete the modernization.

The Contractor shall ensure that all integration development, configuration activities, and data migration processes comply with VA information security, privacy, interoperability, and enterprise architecture requirements.

The Contractor shall provide all personnel, technical expertise, implementation methodology, and program management support required to execute the Oracle Retail Cloud Services modernization. Required activities include integration development and remediation support, test execution support, train‑the‑trainer enablement, production cutover activities, and post‑go‑live stabilization. The Contractor shall coordinate with Oracle Retail Cloud Services operational teams through the VA PM and Oracle Customer Success Manager (CSM) to ensure environment readiness, release alignment, and transition to steady‑state operations.

The Contractor shall complete implementation of all upgrades and shall provide maintenance and sustainment to include all labor, subject matter expertise, project management, tools, middleware and technical services for the modernized systems throughout the entire Period of Performance.

PERFORMANCE DETAILS

PERFORMANCE PERIOD

The PoP shall be 12 months with four (4) 12-month option periods and six (6) Optional Tasks, if exercised by the VA. The overall Period of Performance shall not exceed 60 months, inclusive of all options.

Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).

There are 11 Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, five are set by date:

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

PLACE OF PERFORMANCE

Tasks under this PWS shall be performed at Contractor facilities to include development, configuration, implementation, and testing of the systems prior to deployment. The Contractor shall identify the Contractor’s place of performance in their proposal submission. Work may be performed at remote locations with prior concurrence from the Contracting Officer’s Representative (COR).

TRAVEL

The Government does not anticipate any travel under this effort.

CONTRACTOR QUALIFICATIONS AND EXPERIENCE

The Contractor shall possess demonstrated corporate experience and technical capability necessary to successfully perform the work described in this Performance Work Statement. The Contractor shall maintain the organizational resources, personnel, management processes, and technical expertise required to execute a large-scale Oracle Retail Cloud Services implementation and sustainment effort throughout the Period of Performance.

At a minimum, the Contractor shall demonstrate experience in the following areas:

ORACLE RETAIL CLOUD SERVICES EXPERIENCE

The Contractor shall have successfully implemented Oracle Retail Cloud Services solutions comparable in size, scope, and complexity to this effort.

Corporate experience shall include:

· Oracle Retail Merchandising Foundation Cloud Service (MFCS)

· Oracle Retail Store Inventory and Operations Cloud Service (SIOCS)

· Oracle Integration Cloud (OIC)

· Oracle Retail Pricing

· Oracle Retail Invoice Matching

· Enterprise retail merchandising

· Inventory management

· Enterprise integrations

· Post-implementation sustainment

CLOUD MIGRATION EXPERIENCE

The Contractor shall demonstrate successful experience performing enterprise Oracle Retail migrations that include:

· Discovery and assessment

· Fit/Gap analysis

· Solution design

· Configuration

· Data migration

· Integration development

· Testing

· Cutover

· Go-Live

· Hypercare

· Transition to sustainment

ENTERPRISE INTEGRATION EXPERIENCE

The Contractor shall demonstrate experience integrating Oracle Retail applications with enterprise business systems including, as applicable:

· Enterprise Resource Planning (ERP)

· Financial Management Systems

· Point of Sale

· Electronic Data Interchange

· Identity and Access Management

· Reporting and Analytics

· REST APIs

· Oracle Integration Cloud

· Batch processing

· Enterprise middleware

FEDERAL EXPERIENCE

The Contractor shall demonstrate experience implementing enterprise cloud solutions within Federal agencies subject to cybersecurity, privacy, and Assessment and Authorization requirements.

Experience should include:

· NIST Risk Management Framework

· Authority to Operate support

· Identity and Access Management

· Zero Trust

· Continuous Monitoring

· Security documentation

ORGANIZATIONAL CAPABILITY

The Contractor shall possess sufficient organizational capacity to provide implementation services, operational support, and sustainment throughout the Period of Performance.

The Contractor shall demonstrate the ability to provide:

· Program management

· Functional consulting

· Technical architecture

· Integration engineering

· Data migration

· Testing

· Training

· Cybersecurity support

· Operational support

· L2/L3 sustainment

ORACLE PRODUCTION EXPERTISE

The Contractor shall maintain personnel with demonstrated expertise in Oracle Retail Cloud Services products applicable to this effort. Personnel shall possess current knowledge of Oracle Retail Cloud Services functionality, implementation methodologies, release management practices, and integration technologies. The Contractor shall ensure that personnel performing Oracle Retail Cloud Services implementation, configuration, integration, and sustainment activities possess appropriate Oracle product knowledge through a combination of formal training, product certifications, and relevant implementation experience.

KEY PERSONNEL QUALIFICATIONS

The Contractor shall provide personnel possessing the education, experience, technical expertise, and professional qualifications necessary to successfully perform the work required under this contract.

Key personnel shall remain assigned throughout implementation unless replacement is approved by the Contracting Officer.

PROGRAM MANAGER

The Program Manager shall possess:

· Bachelor's degree

· Minimum seven (7) years managing enterprise information technology implementations

· Minimum five (5) years managing Oracle Retail implementations

· Experience managing enterprise software implementations comparable in size and complexity

· Experience managing multi-disciplinary implementation teams

· Experience with Federal project management Preferred

· PMP Certification

ORACLE RETAIL SOLUTION ARCHITECT

The Solution Architect shall possess:

· Minimum five (5) years Oracle Retail experience

· Minimum five (5) years implementing Oracle Retail Cloud Services

· Experience designing Oracle MFCS architecture

· Experience designing Oracle SIOCS architecture

· Experience with Oracle Retail configuration

· Experience minimizing customizations through Oracle best practices

DATA MIGRATION LEAD

The Data Migration Lead shall possess:

· Minimum seven (7) years enterprise data migration experience

· Experience migrating Oracle RMS data

· Experience with Oracle Retail Cloud data structures

· Experience with ETL tools

· Experience with data validation and reconciliation

· Experience with Oracle Integration Cloud

INTEGRATION LEAD

The Integration Lead shall possess:

Experience integrating Oracle Retail Cloud with:

· Oracle Financials

· Point of Sale

· Electronic Data Interchange

· REST APIs

· Oracle Integration Cloud

· Oracle Retail Integration Cloud Services

· Enterprise middleware

CYBERSECURITY LEAD

The Security Lead shall possess experience supporting:

· VA Assessment and Authorization

· NIST Risk Management Framework

· NIST SP 800-53

· Identity and Access Management

· Single Sign-On

· Multi-Factor Authentication

· Zero Trust Architecture

· Continuous Monitoring

TEST LEAD

The Test Lead shall possess experience managing:

· System Integration Testing

· User Acceptance Testing

· Performance Testing

· Security Testing

· Defect Management

· Go-Live Readiness

TRAINING LEAD

The Training Lead shall possess experience developing and delivering:

· Enterprise software training

· Train-the-Trainer programs

· End-user documentation

· Operational readiness activities

· Knowledge

SPECIFIC TASKS AND DELIVERABLES

PROJECT MANAGEMENT

The Contractor shall manage, plan, govern, coordinate, execute, and report on all tasks and activities performed under this TO. The Contractor shall provide management, ensure compliance, measure performance, and report on program activities throughout the contract PoP.

The Contractor's project management approach shall be executed within the context of the Government-Furnished Services (GFS) model defined in Section 5.2 of this PWS. That section establishes the Oracle Retail Cloud Services subscriptions and associated cloud environments provided by the Government under a separate contract vehicle, defines the shared responsibility model governing Oracle and Contractor obligations, and prescribes the coordination protocols through which all formal Oracle engagement must flow. All project management activities under this section, including schedule development, risk management, status reporting, and stakeholder coordination, shall account for the schedule dependencies, environment readiness requirements, and Oracle action item tracking obligations described in Section 5.2. The Oracle Coordination Log required under Section 5.2.3 shall be treated as a living project management artifact and referenced accordingly in the CPMP and Monthly Status Reports.

CONTRACTOR PROJECT MANAGEMENT PLAN

The Contractor shall deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor’s approach, timeline, and tools to be used in execution of the contract. The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks, and resource support. The CPMP shall explicitly address the following GFS-related management elements:

· Approach for coordinating environment access and readiness with the VA PM and Oracle CSM, given that environments are provisioned under a separate Government subscription contract.

· Identification of schedule dependencies on Government-furnished environment availability, Oracle release cycles, and Oracle provisioning timelines, including risk mitigation strategies if environments are delayed.

· Process for submitting environment access requests, tracking open Oracle action items, and escalating environment-related issues to the VA PM with sufficient lead time to avoid implementation delays.

· Approach for aligning the implementation schedule with Oracle's Retail Cloud Services release calendars, patching windows, and environment provisioning schedules, as communicated through the VA PM and Oracle CSM.

As part of the CPMP, the Contractor shall develop and maintain a Communications Plan that governs the management and coordination of all contract activities. The Communications Plan shall include, at a minimum, the following elements:

· Meeting Cadence and Operating Rhythm: The Contractor shall define the frequency, format, participants, and purpose of recurring meetings, including but not limited to program status reviews, technical working sessions, and stakeholder coordination meetings with VCS, OIT, Oracle, and any supporting partners.

· Status Reporting Requirements: The Contractor shall identify all required status reports, including report format, content, frequency, and distribution. Status reports shall address schedule performance, risk and issue status, milestone progress, and any Government-furnished environment or Oracle platform dependencies affecting delivery.

· Issue Escalation Procedures: The Contractor shall establish a tiered escalation process for identifying, tracking, and resolving issues. This shall include the process for escalating Oracle-related platform or subscription issues to the VA PM for resolution under the Oracle subscription contract, as well as escalation paths for technical, programmatic, and administrative issues.

· Decision-Making Processes: The Contractor shall document the process by which decisions are identified, reviewed, approved, and recorded, including roles and responsibilities, authority levels, and required Government approvals or concurrences.

· Coordination Mechanisms: The Contractor shall describe how it will coordinate activities across VCS, OIT, Oracle, and any supporting partners throughout the Period of Performance, including mechanisms for information sharing, action item tracking, and cross-stakeholder dependency management.

The Communications Plan shall be included as a component of the initial baseline CPMP and updated as needed throughout the Period of Performance to reflect changes in program structure, staffing, or stakeholder requirements.

The CPMP shall also include how the Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the PWS. The initial baseline CPMP shall be reviewed, approved and updated in accordance with Section B of the contract. The Contractor shall update and maintain the VA Program Manager (PM) approved CPMP throughout the PoP. Contractor Project Management Plan (CPMP) shall be delivered as a PDF.

Deliverable:

A. Contractor Project Management Plan

PROGRESS REPORTING REQUIREMENTS

The Contractor shall provide the COR with Monthly Progress Reports 30 days after contract award and every 30 days thereafter, in electronic form in Microsoft Word and Project formats. The report shall include detailed instructions/explanations for each required data element, to ensure that data is accurate and consistent. These reports shall reflect data as of the last day of the preceding Month.

The Monthly Status Reports shall cover all work completed during the reporting period and work planned for the subsequent reporting period. The report shall also identify any problems that arose and a description of how the problems were resolved. If problems have not been completely resolved, the Contractor shall provide an explanation including their plan and timeframe for resolving the issue. The reports shall include status of the Authority to Operate (ATO) approvals. The report shall also include an itemized list of all Information and Communication Technology (ICT) deliverables and their current Section 508 conformance status. The Contractor shall monitor performance against the CPMP and report any deviations.

GFS and Oracle Dependency Status:

Each Monthly Status Report shall include a dedicated GFS and Oracle Dependency Status section that identifies:

· Current status of Government-furnished Oracle Retail Cloud Services environment access (Development, Test, Production)

· Any open Oracle environment or subscription issues that are impacting or at risk of impacting the implementation schedule

· Status of all open items in the Oracle Coordination Log

· Any Oracle release or patching events occurring in the upcoming reporting period and the Contractor's readiness plan Integration Health and Operations Status Each Monthly Status Report shall include an Integration Health and Operations Status section that identifies:

· The current operational status of all active integrations established during implementation, including near-real-time integrations supporting receiving, sales, and transfers, and batch integrations supporting financial, EDI, and reporting data flows

· Any integrations operating under temporary workarounds, including the reason for the workaround, associated risks or operational impacts, and the planned resolution or removal date

· A summary of any integration errors, failures, or degraded performance events that occurred during the reporting period, including root cause and resolution status

· The status of integration changes made during the reporting period, including versioning, authentication, interface, and encryption protocol changes.

· Integration changes that are currently in progress, pending testing, or awaiting approval, including the expected implementation date and status.

· A list of integrations added, modified, or decommissioned during the reporting period, including the effective date and reason for the change.

· The status of authentication certificates supporting integrations, including upcoming certificate expiration dates within the next 90 days and planned renewal activities.

· Confirmation that monitoring dashboards and alerting configurations remain current and functional

· Any integration issues escalated to Oracle through the VA PM and Oracle CSM during the reporting period and their current resolution status Batch and Process Orchestration Status Each Monthly Status Report shall include a Batch and Process Orchestration Status section that identifies:

· POM job success rates against required SLAs for the reporting period, presented by job or job category

· A log of all failed or degraded batch jobs during the reporting period, including the date, job name, impact, root cause, and resolution or remediation status

· Any changes made to job schedules, SLA configurations, or orchestration flows during the reporting period

· Any open batch or orchestration incidents that remain unresolved at the close of the reporting period, with an estimated resolution timeframe Data Quality and Reporting Status Each Monthly Status Report shall include a Data Quality and Reporting Status section that identifies:

· The delivery status of all required KPIs during the reporting period, including sales, inventory accuracy, replenishment performance, discrepancy trends, shrink, and item status exceptions, with confirmation that each was generated, refreshed, and delivered on time

· A summary of any data discrepancies identified during the reporting period, including their root cause, whether attributable to integration failures, batch job issues, tenant misconfiguration, or upstream data quality issues, and the resolution status

· The status of any report or dashboard maintenance activities completed during the reporting period

· Any user access management actions taken in connection with reporting tools or data governance functions during the reporting period Incident and Support Status Each Monthly Status Report shall include an Incident and Support Status section that identifies:

· Total ticket volume received during the reporting period, broken down by support tier (L2 and L3) and priority level (P2 and P3)

· Performance against the incident response and resolution SLAs defined in Section 5.15.9, including the number of incidents that met and failed to meet each SLA threshold

· A summary of any defects escalated to Oracle through the VA PM and Oracle CSM during the reporting period, including escalation date, defect description, and current resolution status

· The status of any root cause analyses completed or in progress for incidents occurring during the reporting period

· Confirmation that SOPs, playbooks, and knowledge articles were updated as required during the reporting period, with a description of any updates made SLA Compliance Summary Each Monthly Status Report shall include an SLA Compliance Summary section that provides performance data against every SLA metric defined in Section 5.15.9, specifically:

· Incident response and resolution performance for all P2 and P3 incidents during the reporting period, expressed as the number of incidents, the percentage meeting SLA thresholds, and an explanation for any SLA misses

· Mission critical integration availability rates for the reporting period

· Message latency and reprocessing performance for all integration data flows

· POM job success rates and the number of failed jobs requiring triage during the reporting period, with RCA delivery performance against required timelines

· Regression testing completion status for any releases or changes occurring during the reporting period, including the disposition of customer-actionable features

· KPI generation and delivery performance, including any delays and their causes

· Quarterly access review completion status, noting whether a quarterly review was due during the reporting period and confirming completion or providing a status update if in progress

· MFA enforcement status confirming that multi-factor authentication remains enforced for all tenant users Continuous Monitoring and Security Status Each Monthly Status Report shall include a Continuous Monitoring and Security Status section that identifies:

· The status of audit log maintenance and any anomalies or gaps identified during the reporting period

· A summary of vulnerability scan results conducted during the reporting period, including the number and severity of findings identified, remediation actions taken, and any open findings with their planned remediation dates and SLA compliance status against CISA BOD 22-01 and BOD 19-02 requirements

· Confirmation that all security configurations, including least-privilege roles, MFA enforcement, and API credential management, remain current and compliant

· Any security incidents or suspected incidents that occurred during the reporting period, including notification timelines, response actions taken, and current status Notification of any Oracle platform changes identified during the reporting period that may affect the system security posture or trigger ATO re-evaluation, consistent with the obligations in Section 5.14 It is expected that the Contractor will keep in communication with VA accordingly so that issues that arise are transparent to both parties to prevent escalation of outstanding issues. The VA PM may prescribe a standard report template that the contractor shall use for consistency across reporting periods.

Deliverable:

A. Monthly Status Report

TECHNICAL KICKOFF MEETING

A technical kickoff meeting shall be held within 10 calendar days after TO award. The Contractor shall coordinate the date, time, and location (can be virtual). The VA COR/PM, Contracting Officer (CO) and Contract Specialist (CS) shall attend virtually. The Contractor shall provide a draft Kickoff Meeting Agenda to the CO and VA PM at least five calendar days prior to the meeting. Upon Government approval of the final agenda, the Contractor shall distribute to all meeting attendees.

During the kickoff meeting, the Contractor shall present, for review and approval by the Government, the details of the intended approach, work plan, and project schedule for each effort via a Microsoft Office PowerPoint presentation. The kickoff presentation shall include a dedicated section addressing:

· The Contractor's understanding of the GFS model, including the separation of Oracle Retail Cloud Services subscriptions from this contract

· The Contractor's approach to coordinating with the VA PM and Oracle CSM for environment access and readiness

· Identification of early schedule risks related to environment availability and proposed mitigation strategies At the conclusion of the meeting, the Contractor shall update the presentation with a final slide entitled “Summary Report” which shall include notes on any major issues, agreements, or disagreements discussed during the kickoff meeting. The Contractor shall submit the final updated presentation to the CO for review and signature within three calendar days after the meeting. The Contractor shall also work with the CS and the Government’s designated note taker, to prepare and distribute the Meeting Minutes of the kickoff meeting to the CO, COR and all attendees within three calendar days after the meeting. The Contractor shall obtain concurrence from the CS on the content of the meeting minutes prior to distribution of the document.

Deliverable:

A. Draft Kickoff Meeting Agenda B. Final Kickoff Meeting Minutes

IMPLEMENTATION PLANNING

The Contractor shall develop, maintain, and execute an Implementation Plan that defines the implementation approach and details the actions that must be performed by both the Contractor and VA to prepare for system upgrades, acceptance testing, user training, nationwide rollout, rollout status monitoring, and completion of the rollout phase.

The Implementation Plan shall be delivered three business days after the completion of the Oracle Retail Cloud Services Migration Assessment and shall include all implementation and deployment processes and activities (prior to, during, and after), migration of data, test strategy and testing, setup and configuration procedure, inventory of information technology (IT) assets, implementation checklist, risk assessment, key dependencies, and schedule.

The Implementation Plan shall include a dedicated GFS Dependency and Environment Readiness Plan section that identifies:

· All Government-furnished Oracle Retail Cloud Services environments required for each implementation phase (Development, Test, Production), and the required readiness dates for each

· The process by which the Contractor will request, confirm, and validate environment access through the VA PM and Oracle CSM

· Contingency actions if Government-furnished environments are not available by required dates, including schedule impact analysis and recommended risk mitigations

· Oracle release calendar alignment, including any planned Oracle-managed patching or upgrades that may affect implementation phases As part of the Implementation Plan, the Contractor shall develop and execute a Rollout Plan, that defines the approach and action plans to prepare VA stakeholders to receive and operate the upgraded systems. This includes improving stakeholder engagement, outreach, and communications. Updates to the plan shall be completed as required throughout the performance of this contract.

Within three business days of the completion of each implementation phase, the Contractor shall provide an Implementation Summary Report that summarizes the implementation and deployment, describes implementation results, lessons learned, open issues, corrective action, and improvement opportunities. The Contractor shall resolve all outstanding issues or concerns prior to the systems transitioning into sustainment.

Deliverables:

A. Implementation Plan B. Implementation Summary Report

GOVERNMENT-FURNISHED SERVICES (GFS) AND CONTRACTOR RESPONSIBILITIES

GOVERNMENT-FURNISHED ORACLE RETAIL CLOUD SERVICES SUBSCRIPTIONS

The Government will procure and maintain, under a separate contract vehicle, all Oracle Retail Cloud Services subscriptions and Oracle-managed cloud environments required for this effort. The following Oracle Retail Cloud Services components are Government-Furnished Services (GFS) under this contract:

· Oracle Retail Merchandising Foundation Cloud Service (MFCS)

· Oracle Retail Pricing Cloud Service (RPCS)

· Oracle Retail Invoice Matching Cloud Service (ReIM)

· Oracle Retail Allocation Cloud Service

· Oracle Retail AI Foundation Cloud Service

· Oracle Retail Data Compute Cloud Service

· Enterprise Inventory Cloud Service (EICS)

· Oracle Retail Store Inventory and Operations Cloud Service (SIOCS)

· Oracle Retail AI Foundation Storage Cloud Service

· Oracle Retail Data Storage Cloud Service

· Oracle-managed Development, Test, and Production cloud environments provisioned under the Oracle Retail Cloud Services subscription The Government will provide the Contractor with timely access to all provisioned environments necessary to perform the work under this contract. The Contractor shall coordinate environment access needs, readiness timelines, and environment-related issues with the VA Program Manager (PM) and the designated Oracle Customer Success Manager (CSM), who will be the primary interface to Oracle's subscription management and environment provisioning teams.

SHARED RESPONSIBILITY MODEL

Because Oracle Retail Cloud Services platform infrastructure, hosting, and subscription-level availability are managed by Oracle under the Government's separate subscription contract, responsibilities under this contract are governed by the Oracle Retail Cloud Services shared responsibility model as follows:

Tenant configuration and business rules

Integration design, development, and operation

Data migration and validation

Extension development (if required)

Identity and access management (tenant-level)

ATO support documentation and security artifacts

Sustainment, L2/L3 support, and operational reporting

Release impact assessment and regression testing

Mobile device configuration and sustainment

The Contractor shall not hold responsibility for Oracle platform-layer outages, Oracle-managed infrastructure failures, or any service degradation attributable to Oracle's hosting environment.