Performance Work Statement

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

Veterans Canteen Service (VCS)

Oracle Retail and Store Inventory Management (SIM) SaaS Migration

Date: April 6, 2026

VA-26-00059598

PWS Version Number: 0.1

VA-26-00004970

Contents

1.0 BACKGROUND

2.0 APPLICABLE DOCUMENTS

3.0 SCOPE OF WORK

4.0 PERFORMANCE DETAILS

4.1 PERFORMANCE PERIOD

4.2 PLACE OF PERFORMANCE

4.3 TRAVEL

5.0 SPECIFIC TASKS AND DELIVERABLES

5.1 PROJECT MANAGEMENT

5.1.1 CONTRACTOR PROJECT MANAGEMENT PLAN

5.1.2 PROGRESS REPORTING REQUIREMENTS

5.2 TECHNICAL KICKOFF MEETING

5.2.1 IMPLEMENTATION PLANNING

5.3 SPECIFIC TASKS AND DELIVERABLES

5.4 PROJECT INITIATION AND ASSESSMENT

5.4.1 ASSESSMENT KICKOFF

5.4.2 SAAS MIGRATION ASSESSMENT

5.5 SOLUTION DESIGN AND GAP/FIT

5.6 DATA MIGRATION

5.7 INTEGRATION DEVELOPMENT

5.8 CONFIGURATION OF MFCS & SIOCS

5.9 EXTENSION DEVELOPMENT

5.10 TESTING CYCLES

5.11 TRAINING

5.11.1 TRAIN-THE-TRAINER TASKS

5.12 CUTOVER PLANNING

5.13 GO-LIVE & HYPERCARE

5.14 VA ATO SUPPORT REQUIREMENTS (FEDRAMP‑WAIVED SAAS

SOLUTION)

5.15 SUSTAINMENT SUPPORT

5.15.1 IDENTITY & ACCESS MANAGEMENT AND SECURITY

5.15.2 INTEGRATION ENGINEERING & OPERATIONS

5.15.3 RELEASE & CHANGE MANAGEMENT

5.15.4 PROCESS ORCHESTRATION & BATCH MANAGEMENT

5.15.5 SIOCS MOBILE SUSTAINMENT

5.15.6 DATA GOVERNANCE & REPORTING

5.15.7 L2/L3 SUPPORT, INCIDENT & KNOWLEDGE MANAGEMENT

5.15.8 COMPLIANCE, AUDIT & CONTINUOUS MONITORING

5.15.9 SERVICE LEVEL AGREEMENTS (SLAS)

5.16 BUSINESS REPORTING COMPONENT (OPTIONAL TASK ONE)

5.16.1 DATA MIGRATION REQUIREMENTS

5.16.2 TESTING REQUIREMENTS

5.17 ORACLE RETAIL PLANNING SUITE - ASSORTMENT PLANNING

(OPTIONAL TASK TWO)

5.18 ORACLE RETAIL PLANNING SUITE - ALLOCATION & DEMAND

FORECASTING (OPTIONAL TASK THREE)

5.19 ORACLE RETAIL PLANNING SUITE - MERCHANDISE FINANCIAL

PLANNING (MFP) (OPTIONAL TASK FOUR)

5.20 ORACLE RETAIL PLANNING SUITE - MARKDOWN (OPTIONAL TASK FIVE)

5.21 TRANSITION‑OUT (OPTIONAL TASK SIX)

5.21.1 TRANSITION‑OUT PLANNING REQUIREMENTS

5.21.2 TRANSITION‑OUT EXECUTION

5.21.3 SAAS‑SPECIFIC TRANSITION ARTIFACTS FOR MFCS/SIOCS

5.21.4 SAAS‑APPLICABLE ASSET LIST

5.21.5 DATA EXPORT AND PORTABILITY

6.0 GENERAL REQUIREMENTS

6.1 ENTERPRISE AND IT FRAMEWORK

6.1.1 VA TECHNICAL REFERENCE MODEL

6.1.2 ZERO TRUST – VA CRITICAL SECURITY CONTROLS

6.1.3 FEDERAL IDENTITY, CREDENTIAL, AND ACCESS MANAGEMENT

(FICAM)

6.1.4 INTERNET PROTOCOL VERSION 6 (IPv6)

6.1.5 TRUSTED INTERNET CONNECTION (TIC)

6.1.6 STANDARD COMPUTER CONFIGURATION

6.1.7 VETERAN FOCUSED INTEGRATION PROCESS (VIP) AND PRODUCT

LINE MANAGEMENT (PLM)

6.1.8 PROCESS ASSET LIBRARY (PAL)

6.1.9 AUTHORITATIVE DATA SOURCES

6.1.10 SOCIAL SECURITY NUMBER (SSN) REDUCTION

6.1.11 GENERATIVE ARTIFICIAL INTELLIGENCE REQUIREMENTS

6.1.11.1 AI SYSTEM/LLM DEVELOPMENT AND OPERATION

DOCUMENTATION REQUIREMENTS

6.1.11.2 MONITORING, REPORTING, AND CORRECTIVE ACTION

6.1.11.3 AI MODEL UPDATES AND CHANGE DISCLOSURES

6.1.12 SOURCE CODE HARMONIZATION AND REUSE IN INFORMATION

TECHNOLOGY (SHARE IT Act)

6.2 SECURITY AND PRIVACY REQUIREMENTS

6.2.1 POSITION/TASK RISK DESIGNATION LEVEL(S)

6.2.2 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

6.3 METHOD AND DISTRIBUTION OF DELIVERABLES

6.4 PERFORMANCE METRICS

6.5 FACILITY/RESOURCE PROVISIONS

6.6 GOVERNMENT FURNISHED PROPERTY

ADDENDUM A – ADDITIONAL VA REQUIREMENTS, CONSOLIDATED

ADDENDUM B – VA INFORMATION AND INFORMATION SYSTEM SECURITY/

PRIVACY LANGUAGE

1.0 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. by law in 1946 to provide comfort and well-being to America’s Veterans. 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

Service (MFCS) Software-as-a-Service (SaaS) and Oracle Retail Store Inventory and Operations Cloud Service (SIOCS). FedRAMP compliance and associated FedRAMP authorization activities shall not be required under this contract.

2.0 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,

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,

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,

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,

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

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

3.0 SCOPE OF WORK

The Contractor shall provide all labor, subject matter expertise, project management, software subscriptions (excluding Government‑provided licenses unless otherwise specified), tools, and technical services required to migrate the existing Oracle Retail Merchandising System (RMS), Store Inventory Management (SIM), Retail Data Warehouse (RDW) and 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).

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 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

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 SaaS 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 SaaS operational teams 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 of the modernized systems throughout the entire Period of Performance.

4.0 PERFORMANCE DETAILS

4.1 PERFORMANCE PERIOD

The PoP shall be 12 months with four 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:

New Year's Day January 1 Juneteenth June 19 Independence Day July 4 Veterans Day November 11 Christmas Day December 25

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:

Martin Luther King's Birthday Third Monday in January Washington's Birthday Third Monday in February Memorial Day Last Monday in May Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Fourth Thursday in November

4.2 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).

4.3 TRAVEL

The Government does not anticipate any travel under this effort.

5.0 SPECIFIC TASKS AND DELIVERABLES

5.1 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.

5.1.1 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 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 concurred upon 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 Manager Plan (CPMP) shall be delivered as a PDF.

Deliverable:

A. Contractor Project Management Plan

5.1.2 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. 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.

Deliverable:

A. Monthly Status Report

5.2 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 a 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. 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.

A. Draft Kickoff Meeting Agenda

B. Final Kickoff Meeting Minutes

5.2.1 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 Upgrade 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.

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

5.3 SPECIFIC TASKS AND DELIVERABLES

The Contractor shall upgrade the existing Oracle Retail Merchandising System (RMS) and Store Inventory Management (SIM) 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), respectively. The objective is to modernize VCS’s merchandising and store inventory platforms by transitioning from legacy on premise Oracle Retail applications to Oracle Retail SaaS while preserving required operational capabilities, maintaining business continuity, and supporting retirement of RMS and SIM servers within the modernization window.

The Contractor shall provide all necessary qualified personnel, technical expertise, tooling, methodologies, documentation, and program management required to plan, design, configure, migrate, integrate, test, deploy, and stabilize the Oracle Retail SaaS environment. Services include program mobilization, discovery and validation of current state processes and architecture, solution design and blueprinting, application configuration, integration development, data migration, testing support, operational readiness, production deployment, and post deployment stabilization.

The following Oracle Retail SaaS components shall be included:

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 Integration Cloud Service (RICS) Oracle Retail Store Inventory and Operations Cloud Service (SIOCS)

These applications collectively support foundational merchandising and store operations including item and supplier maintenance, purchasing and invoice matching, pricing, stock ledger processes, integration flows, and store inventory management.

To reduce implementation risk and accelerate the migration, the Contractor shall use automated tools and methods to transfer merchandising data structures and configuration parameters from RMS to MFCS. These tools shall automate data model upgrades and parameter migration to reduce manual rebuild effort, improve consistency, and enhance reliability of the migration.

The Contractor shall provide and maintain separate SaaS environments for Development, Testing, and Production. Each environment shall be isolated, fully functional, and capable of supporting configuration, integration, and validation activities without impacting Production operations.

The Contractor shall evaluate all existing VCS custom reporting capabilities and provide a Technical Approach describing how reporting functionality will be maintained, modernized, or re-implemented within the Oracle Retail Cloud SaaS constraints. The Contractor shall identify gaps, required redesigns, and recommended reporting architectures to ensure continuity of business operations.

The Contractor shall coordinate with the Oracle Customer Success Manager (CSM) to align with Oracle SaaS operational standards, release cycles, patching windows, and environment provisioning schedules. The Contractor shall also conduct periodic engagement with Oracle Retail Product Management and maintain escalation access to Oracle Product Engineering for product issues, defects, or architectural considerations affecting the implementation.

The Contractor shall use a phased approach to include following phase types:

Project Initiation and Assessment; Solution Design and Gap/Fit; Data Migration;

Integration Development; Configuration of MFCS & SIOCS; Extension Development;

Testing Cycles; Cutover Planning; Go-Live & Hypercare and Transition to Sustainment.

5.4 PROJECT INITIATION AND ASSESSMENT

The Contractor shall coordinate closely with VA stakeholders (including VCS, Office of Information and Technology (OIT), and Information Security) and with Oracle as the SaaS provider during the project initiation and assessment process.

As part of the CPMP, the Contractor shall create a communications plan that includes:

Meeting cadence and operating rhythm Status reporting requirements Issue escalation procedures Decision‑making processes Coordination mechanisms across VCS, OIT, Oracle, and any supporting partners

5.4.1 ASSESSMENT KICKOFF

The Contractor shall facilitate a formal Project Assessment Kickoff Meeting with VCS leadership, project stakeholders, and the implementation team. The Contractor shall ensure the kickoff meeting includes a review of program objectives, confirmation of project scope, identification of key assumptions, and establishment of communication expectations. Communication expectations shall include status reporting requirements, issue escalation procedures, coordination protocols, the decision-making process, and the recommended meeting cadence and operating rhythm. The Contractor shall also validate the initial project timeline during the kickoff meeting.

Following the kickoff, the Contractor shall perform a comprehensive Software-as-a- Service (SaaS) Migration Assessment.

5.4.2 SAAS MIGRATION ASSESSMENT

The Contractor shall perform a comprehensive SaaS Migration Assessment to establish the program foundation, validate the current state environment, and define the implementation approach required to migrate VCS from legacy RMS and SIM systems to Oracle Retail MFCS and SIOCS in a SaaS model. This assessment shall integrate program mobilization, governance establishment, discovery activities, and detailed planning tasks necessary to support a successful migration.

The Contractor shall:

Inventory RMS modules, customizations, extensions, integrations, batch jobs, environments, data volumes, data quality issues, user roles, store workflows, SIM Configurations and security controls.

Identify all downstream and upstream systems (e.g., ERP, POS, finance, warehouse, reporting).

Assess data volumes and data quality issues.

Review security, user roles, operational processes, and store workflows.

Map VCS‑specific business rules that must be preserved or re‑engineered.

The Contractor shall create an As Is Architecture Assessment, a Gap/Fit analysis comparing RMS/SIM to MFCS/SIOCS capabilities and the technical processes to be included in a SaaS Migration Assessment Report.

The Contractor shall create and deliver 45 calendar days after contract award a SaaS Migration Assessment Report that shall include a high‑level program timeline, Contractor/VA roles and responsibilities, integration and implementation plan, data migration and validation plan, and risk assessment with remediation approach.

Deliverables:

A. SaaS Migration Assessment Report

5.5 SOLUTION DESIGN AND GAP/FIT

The Contractor shall produce a single Solution Design and Fit/Gap Document that defines the transition from existing RMS and SIM functionality to the MFCS and SIOCS cloud solution. This document shall include:

A comprehensive Fit/Gap analysis that maps all current RMS entities to their corresponding MFCS entities, identifies functional gaps, and specifies required changes or adoption of new capabilities.

Documentation of how existing SIM processes and store workflows align to SIOCS functionality, including mobile task flows, store inventory operations, receiving processes, and stock count procedures.

Identification and design of all required system extensions. For each extension, the document shall describe the business requirement, technical design approach, triggering conditions, inputs, outputs, and alignment with Oracle cloud best practices. The Contractor shall minimize customizations by prioritizing configuration over custom code.

• Definition of all cloud integration patterns required to support the to‑be architecture, including API usage, Oracle Retail Integration Cloud Service components, message queue patterns, canonical message structures, data flow sequencing, and all interface design specifications necessary for end‑to‑end integration.

Deliverables:

A. Solution Design and Fit/Gap Document

5.6 DATA MIGRATION

The Contractor shall develop a comprehensive Data Migration Strategy that defines how legacy RMS and SIM data will be migrated to the MFCS and SIOCS cloud platforms. As part of this strategy, the Contractor shall identify all data objects required for migration, including but not limited to items, suppliers, supplier sites, locations, inventory balances, purchase orders, transfers, and pricing records. For each data object, the Contractor shall document its purpose, ownership, attributes, dependencies, and the receiving MFCS/SIOCS data structures to ensure complete and accurate migration planning.

The Contractor shall define all transformation rules required to convert RMS and SIM data formats into the MFCS cloud canonical structures. This documentation shall include field‑level mapping, transformation logic, reference data alignment, data type conversion, and any required normalization or enrichment steps. The Contractor shall also establish the data cleansing requirements needed to prepare the legacy datasets for migration. Cleansing requirements shall address inactive or obsolete items, orphaned or incomplete records, cost irregularities, and any data anomalies that would impede successful migration or validation.

The Contractor shall design and document the Extract, Transform, and Load (ETL) processes required for the migration effort. ETL development shall utilize Oracle Integration Cloud (OIC) or other Government‑approved, security‑compliant tools. The ETL design documentation shall describe extraction logic, transformation steps, validation checkpoints, error‑handling requirements, and load processing sequences for all data waves. The Contractor shall also define the sequencing and structure of migration waves, which shall include the phased movement of foundational data, reference data, and transactional data to support a controlled and auditable migration process.

The Contractor shall prepare documentation that outlines the validation approach used to confirm the accuracy and completeness of migrated data. This documentation shall include validation rules, reconciliation procedures, sampling requirements, defect tracking processes, and post‑migration acceptance criteria. All documentation shall be delivered as part of a Data Migration Plan.

A. Data Migration Plan

5.7 INTEGRATION DEVELOPMENT

The Contractor shall perform all Integration Development activities required to connect MFCS and SIOCS with the VCS enterprise systems. As part of this effort, the Contractor shall design and build integrations. The integration design shall include detailed specifications for interface logic, transformation requirements, sequencing, routing, and reliability expectations to ensure consistent and secure data exchange between systems discovered and documented during the migration assessment and required by the VCS.

The current VCS systems interface with the following internal and external systems:

1. Oracle Financials version 12.2.11 and higher

2. VendMAX version 5.0.13.6 and higher

3. US Foods®

4. VCS Point of Sale Software Application Flooid version 3.107 and higher

5. St. Paul Software (SPS) Commerce Electronic Data Interchange or equivalent

6. Oracle Analytics Server/OBIEE (Custom Reports)

7. CA7/Control-M (Batch Scripts)

8. VA Email System (system generated emails)

The Contractor shall utilize Oracle Retail standard integration capabilities, including published APIs, Bulk Data Integration (BDI) processes, and Retail Integration Bus Cloud (RIB‑Cloud) components where applicable. The documentation shall describe how each standard integration component is used, how data structures map between systems, and any required enhancements or configuration changes needed to support the to‑be architecture.

The Contractor shall design and develop near‑real‑time integrations to support critical store operations, including receiving, sales, transfers, and other time‑sensitive functions. The documentation shall define the processing frequency, latency expectations, message handling rules, retry logic, and business continuity procedures required to ensure accurate and timely data flow to and from systems. The Contractor shall also provide SIOCS application for handheld devices.

The Contractor shall build secure connectivity between MFCS/SIOCS and the VCS enterprise environment. This shall include implementation of federal‑compliant identity and access management controls, and secure authentication patterns as required. The Contractor shall document all security configurations, including encryption standards, credential storage, access control mapping, and audit logging expectations.

The Contractor shall document each completed integration, including the technical design, data contract definitions, API specifications, validation results, error‑handling logic, and any configuration dependencies. All integrations shall be fully tested and validated to confirm functional accuracy, performance behavior, security compliance, and successful end‑to‑end data flow.

Deliverables

A. Completed and Tested Integrations B. Data Contracts C. API Documentation

5.8 CONFIGURATION OF MFCS & SIOCS

The Contractor shall perform configuration of the MFCS and SIOCS cloud environments in accordance with VCS business requirements and Oracle cloud best practices. As part of this effort, the Contractor shall configure all MFCS foundation data, system options, and application rules required to enable core merchandising operations. The documentation supporting this configuration shall describe each configured option, its purpose, dependencies, data sources, and how the configuration supports the to‑be business processes.

The Contractor shall configure store hierarchies, user roles, security permissions, and mobile device profiles necessary to support SIOCS and MFCS business functions.

Configuration documentation shall include role definitions, permission assignments, segregation‑of‑duties considerations, environment‑specific settings, and mapping of user groups to least‑privilege access models. The Contractor shall also document the setup of mobile device profiles, including workflow assignments, device capabilities, and operational constraints for store personnel.

The Contractor shall configure SIOCS mobile workflows to support daily store execution activities. This includes configuration of shipping and receiving workflows, stock count processes, inventory adjustments, and other operational tasks required by VCS store operations. Documentation shall detail each workflow configuration, including business logic, task sequencing, exception handling, and user interaction requirements to ensure consistent execution across all stores.

The Contractor shall implement all required security and compliance configurations to meet federal and VCS‑specific standards. This includes configuring audit logs, enforcing user control policies, implementing least‑privilege roles, enabling secure authentication patterns, and ensuring that all configuration activities align with security and compliance requirements applicable to cloud environments. Documentation shall include security settings, audit configurations, access control mappings, and compliance justification for all configuration decisions.

The Contractor shall produce configuration documentation, including configuration workbooks and environment build details, that fully describe how each environment (Development, Test, and Production) was configured. This documentation shall serve as the authoritative reference for environment setup, support ongoing maintenance, and enable repeatable and auditable environment deployments.

Deliverables

A. Configuration Workbooks B. Configured Cloud Environments (Dev, Test, Prod)

5.9 EXTENSION DEVELOPMENT

If required, the Contractor shall perform Extension Development activities to replace VCS‑specific customizations that previously existed in RMS or SIM and cannot be met through standard MFCS or SIOCS capabilities. The documentation shall describe the business need for each extension, the functional and technical design, configuration dependencies, triggering events, and how the extension aligns with VCS business processes.

If extensions are developed, the Contractor shall validate that all extension designs and implementations meet Oracle cloud best‑practice standards for performance, stability, and upgrade safety. The Contractor shall document performance expectations, error‑handling mechanisms, data validation rules, and any required scalability considerations to ensure that the extensions operate reliably within the cloud environment. All designs shall ensure that future Oracle cloud releases can be adopted without disruption or rework.

If required by VCS oversight or federal compliance requirements, the Contractor shall build dedicated logging, monitoring, and audit‑readiness capabilities for each extension.

These capabilities shall provide traceability, error reporting, and operational visibility to support audit procedures, system monitoring, and compliance‑driven reporting. The Contractor shall document these capabilities, including log structures, monitoring rules, alert triggers, and any required integration with VCS oversight tools.

For all extensions developed, the Contractor shall produce complete technical documentation, test plans, deployment instructions, and support guidance.

Documentation shall describe the extension code, configuration steps, validation procedures, and operational considerations needed for deployment across Development, Test, and Production environments.

Deliverables

A. Extension Code and Test Plans B. Deployment Documentation

5.10 TESTING CYCLES

The Contractor shall conduct comprehensive testing cycles to validate the full functionality, performance, and security of the MFCS and SIOCS cloud solution, as well as all integrations and configured processes. The Contractor shall develop and execute unit tests to confirm that individual components, extensions (if any), integrations, and system configurations operate as intended at the component level. Unit testing documentation shall describe test conditions, expected outcomes, and defect remediation procedures.

The Contractor shall perform system and integration testing to validate the interaction of MFCS, SIOCS, and all connected VCS enterprise systems. This testing shall confirm accurate data flow, system interoperability, error handling, and compliance with functional and technical requirements. Documentation shall define integration points tested, sequencing of test scenarios, required test data, and validation rules.

The Contractor shall conduct full end‑to‑end retail workflow testing across critical operational processes, including receiving, order management, pricing execution, transfers, inventory management, and other business‑critical workflows. The documentation shall describe each workflow scenario, business rules, process triggers, exception paths, expected results, and cross‑system dependencies. These tests shall verify that business operations can be executed successfully within the cloud solution without manual intervention or workarounds.

The Contractor shall perform performance and volume testing to validate system responsiveness, throughput, and stability under production‑scale conditions. This testing shall evaluate load behavior, transaction spikes, stress thresholds, and system recovery mechanisms. The Contractor shall document performance benchmarks, test parameters, measurement criteria, and any remediation strategies needed to address bottlenecks or performance risks.

The Contractor shall conduct User Acceptance Testing (UAT) with VCS business representatives to validate that the solution meets functional expectations and business workflow needs. The Contractor shall provide scripts, test data, issue logs, and support throughout UAT execution. The Contractor shall document test results, track defects, and obtain formal sign‑off from VCS at the conclusion of UAT.

The Contractor shall perform required security and compliance validation to confirm that MFCS, SIOCS, integrations, and all supporting components align with federal security requirements. This validation shall include access control checks, audit log verification, least‑privilege role testing, data protection validation, and compliance with applicable federal and VCS‑specific security controls.

Across all testing phases, the Contractor shall produce detailed documentation, including test strategies, test scripts, defect logs, results summaries, and evidence of completed testing. These materials shall serve as the authoritative record of testing coverage, traceability, and acceptance readiness.

Deliverables

A. Test Strategy, Scripts, and Defect Logs

5.11 TRAINING

During the User Acceptance Testing (UAT) and Operational Readiness phase, the Contractor shall provide comprehensive train the trainer services to prepare Veterans Canteen Service (VCS) subject matter experts (SMEs) and designated trainers to deliver end user instruction for the upgraded Oracle Retail SaaS solution. These activities shall ensure that VCS personnel have the knowledge, training materials, and operational readiness required for successful system adoption and production deployment.

The Contractor shall develop and provide all training materials, UAT scripts, and operational readiness documentation necessary to support instructional delivery. The Contractor shall provide the training material not less than 10 business days prior to the first scheduled training event. The Contractor shall also ensure that training content is aligned with validated UAT scenarios, business workflows, and the configured MFCS/SIOCS solution.

5.11.1 TRAIN-THE-TRAINER TASKS

The Contractor shall:

Conduct Train the Trainer Sessions: Deliver formal instruction sessions for VCS SMEs and designated trainers, covering functional workflows, role-based usage, operational processes, UAT validated scenarios, and system navigation.

Develop Training Materials: Create training content including job aids, user guides, workflow instructions, and other materials used both during train the trainer sessions and later by VCS trainers to instruct end users.

Provide UAT Aligned Instruction: Ensure that training materials and training sessions fully align with UAT scenarios, validated business processes, and confirmed…