Copy of CWSCCS RFI QA rev3.xlsx
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Defense Information Systems Agency
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This document is a Request for Information (RFI) from the Defense Information Systems Agency (DISA) related to a contract conversion effort for its modernized contract writing system. The DISA Business Systems Program Management Office is currently modernizing its contract writing system, order entry, and financial systems to be compliant with the Business Enterprise Architecture (BEA) and Procurement Request Data Standards (PRDS).
The RFI seeks market research information from companies capable of providing manual contract conversion services to migrate legacy telecommunications contracts, specifically Communication Service Authorizations (CSAs), from legacy software applications to the new web-based, task-oriented contract writing system. Key details include the need for secret-level security clearances, the potential for a hybrid approach leveraging automation and AI, the prioritization of contract types and expiration dates, the requirement for PDS-compliant formats, and the need to address any data inconsistencies during the conversion process. The RFI does not specify an award date, pricing terms, or set-asides, but indicates the contract will coincide with the modernization timeline.
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| File | Type | Posted |
|---|---|---|
| RFI_SD2_ContractWritingSystemSupport_CWSS.docx | DOCX document | |
| RFI_SD2_ContractWritingSystemSupport_CWSS.docx | DOCX document |
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Sheet1
| Contract Writing System Contract Conversion Support (CWSCCS) RFI Q&A | |
| Questions | Answers |
| Is there a current contract in place responsible for the modernization of the contract writing system. If so, please share incumbent contractor and contract number. | Yes, Appian Corporation, HC104720C0004 |
| What is the expected clearance level of staff required to execute the conversion effort? | Secret |
| Will work take place at a DISA location or a customer location? | Contractor facility but may require on site support at DITCO, located in Scott AFB. |
| What is the estimated Period of Performance for the conversion effort? | We are looking for vendor input on determining how long the effort will take. |
| What is estimated budget for the conversion effort? | We are looking for vendor input to inform future budget submissions. |
| This scope of effort includes a substantial data migration effort from "legacy software applications." What are the "legacy software applications"? How is the current system architected? What form is the “legacy data” in and where does it reside? How is it organized? What is the new "web-based, task-oriented contract writing system" to which the "legacy data" will be migrated? | The legacy enviroment consists of a legacy contract and finance mainframe connected to the current CWS via a data integration layer built on Weblogic. The current CWS is built on the Appian platform with an Oracle database. |
| The RFI refers to “Business Enterprise Architecture (BEA)." Please define. | https://dam.defense.gov/Resources/Business-Enterprise-Architecture/ The Business Enterprise Architecture describes end-to-end processes in a variety of mission areas, such as Procure to Pay, which this system falls under. |
| Staffing estimate for manual processing: # FTEs? Conversion of ‘~ 26,000 CSAs into man-hours? What are the assumptions behind the volume of CSAs: Resources needed? On-site vs. off-site? What is the current processing rate, i.e., CSAs per day? | We are looking for vendor input to inform estimate of FTEs and resources needed. Work can be performed off-site. Translation work has not been done in the past so we are looking for information from vendors with past experience with this type of work. |
| “… rewriting of contracts to ensure compatibility and suitability for submission for review, and provisioning of a dedicated team equipped with the necessary expertise in contract law, regulatory compliance, contract management…” What is the level of legal education level required? JD? | No set education level or degrees. We are looking for vendor input on what LCATs and hours would be needed to preform this type of work. |
| The RFI states that the requirement is to convert telecommunications contracts (i.e., Communication Service Authorization (CSA)). Given that, can you confirm whether or not these contracts need to be PRDS or PDS format compliant? | These contracts will need to be in a PDS compliant format at the completion of their conversion. |
| Does this effort include conversion of legacy TSRs to PRDS compliant format in addition to the CSAs to PDS compliant format? | Yes that may be required during this work. There may be a requirement to convert from TSO to PRDS. |
| Can you clarify which "legacy" system this RFI is referring to? Is the IDEAS O&M, or other legacy system(s) that currently hold these CSAs to be migrated? | IDEAS Legacy / O&M and some contracts are in the COPS / FABS mainframe enviroment. |
| Will these migrated CSAs need to have the ability to be modified via a new Modification and transacted with FAMIS? If yes, would the financial data be migrated into FAMIS? | Yes this will be required. Once the new contract is issued FAMIS will need to process the financial data. |
| Is there any restriction from DISA on the use of AI or RPA to complete this conversion? | The government encourages vendors to share their ideas on how this effort can be done. The government has not ruled out the use of AI or RPA. |
| The RFI mentions "manual" migration. Would DISA be open to automated migration process/utilities? | The government encourages vendors to share their ideas on how this effort can be done. The government has not ruled out automation as long as it meets the Government's requirement. Any hardware/software costs associated with tools/automation should be documented as part of the RFI. |
| Is document migration required for this effort? If so can DISA provide more details? | Yes, some of the previous contract documentation may need to be migrated from the legacy system to the modernized enviroment. Current Size and numbers unknown at this time. |
| Timeline: The RFI mentions the migration effort will coincide with the contract term. Can you elaborate on the anticipated contract duration and desired completion timeframe for the migration? | The contract will be solely for the contract conversion effort. The government anticipates this contract to be sometime in the next few years, however it is dependent on completion of BEA alignment work that is currently in work. |
| Data Security: What level of data security clearance will be required for personnel working on this project? What data security measures and certifications are expected from the selected vendor? | The contract work will be at the CUI level. A secret security clearenace will be required along with an Blanket NDA for this work. |
| Training Materials: What specific training materials will be provided regarding the legacy CSA formats and the revised DoD PRDS compliant, BEA formats? Will access to subject matter experts be available for clarification during the migration process? | Training will be provided in person, and subject matter experts will be accessible as advisors; the vendor should bring the necessary contract writing and PDS experience. |
| Success Metrics: How will the success of the contract conversion effort be measured? What are the key performance indicators (KPIs) that will be used to evaluate performance? | Success of the contract will be measured on the accuracy, efficiency and completeness of the contract conversion. Contracts should maintain a 95% accuracy rate which requires minimal rework. The Contracting Officer will review each contract before reissuing the contract. |
| "Manual" Interpretation and Transcription: While the RFI emphasizes "manual" contract conversion, could you elaborate on what specifically prohibits or discourages the use of automation technologies? Would DISA consider a hybrid approach that leverages AI-powered solutions to accelerate data extraction, translation, and formatting while maintaining human oversight for quality control and legal compliance? | The Government encourages vendors to share their ideas on his this effort can be done; if that includes automation or the use of AI, include that in your response along with the associated costs and impacts of the hardware/software required. |
| Data Inconsistencies Resolution Process: Can you provide further details on the expected process for addressing and resolving data inconsistencies discovered during the migration? Will there be a formal escalation process, and what role will the selected vendor play in this process? | Data inconsistencies will follow a formal escalation process if found by the vendor doing the work to the government SME team. This process will be documented and provided to the contract team doing the conversion work. |
| Contract Writing System (CWS) Integration: Can you share more details about the technical specifications and APIs available for integrating with the modernized CWS? This information will help us assess the feasibility and effort required for automated data loading and processing. | The modernized CWS is built on the Appian Platform with an Oracle database. |
| Contract Type Prioritization: Will the migration of the ~26,000 CSAs be prioritized by contract type or other factors? Understanding the prioritization criteria can optimize resource allocation and project planning. | Depending on timeline contracts may be prioritized by type and expriation date. |
https://dam.defense.gov/Resources/Business-Enterprise-Architecture/%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20%20The%20Business%20Enterprise%20Architecture%20describes%20end-to-end%20processes%20in%20a%20variety%20of%20mission%20areas,%20such%20as%20Procure%20to%20Pay,%20which%20this%20system%20falls%20under.
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