RFI_SD2_ContractWritingSystemSupport_CWSS.docx

REQUEST FOR INFORMATION

DISA Business Systems Division (SD2) is seeking information from industry to assist with the development and planning of a potential new requirement for Contract Writing System Contract Conversion Support (CWSCCS).

THIS IS A REQUEST FOR INFORMATION (RFI) NOTICE ONLY. THIS IS NOT A REQUEST FOR PROPOSALS (RFP). NO SOLICITATION IS AVAILABLE AT THIS TIME.

1. Overview/Purpose/ Description of Procurement

The DISA Business Systems Program Management Office (PMO) is in the middle of a complex modernization of its contracting writing system, as well as its order entry and financial systems. These modernized systems will be compliant with the Business Enterprise Architecture (BEA) as well as the Procurement Request Data Standards (PRDS). Once these modernized systems are complete, it will be necessary to convert legacy contracts into the new BEA and PRDS compliant formats.

To that end, DISA Business Systems PMO (SD2) is conducting market research to gather information from companies capable of providing manual contract conversion services for Federal Acquisition Regulation (FAR)/ Defense FAR Supplement (DFARS) based telecommunications contracts (i.e., Communication Service Authorization (CSA)) from legacy software applications to a web-based, task-oriented contract writing system (CWS).

· The objective of the request is to provide a dedicated team of personnel to manually interpret existing contracts and transcribe the contracts into an updated format, compliant with DoD-wide Purchase Request Data Standards (PRDS)/Procurement Data Standards (PDS),

· Along with moving the legal document, the migration may entail relocating/assigning contract data like name, type, project, value, contract line-item number (CLIN), financial references (e.g., Procurement Data Program Designator Code (PDC), Line of Accounting (LOA)), etc.

· Submitting the updated document for Contract Writing System (CWS) processing and Government Contracting Officer review and approval.

· Recording and addressing fallout/data inconsistencies for government review and direction.

2. Scope of Effort

The scope of these services includes ~26,000 active CSAs that exist in legacy systems and need to be converted to the new standardized format within the modernized CWS for contract administration. The DISA team will provide training on the interpretation and translation of the legacy CSAs into the revised DoD PRDS compliant, Business Enterprise Architecture (BEA) formats, 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,

3. Length of Term

· Migration effort will coincide with term of contract. The Government will seek to reduce overall volume of outstanding contracts. For this exercise, please base your response based on the volume estimate.

4. Technical Characteristics

· Expertise in Federal Contract Law and Defense Acquisition -– The selected team should possess resources that understand contract law and contract management principles. This includes familiarity with legal frameworks governing contracts, such as contract formations, interpretation, and enforcement.

· Experience Transitioning Legacy Data or Documentation into Modernized Systems – The team should have a proven track record of effectively transitioning legacy data or documentation into modernized data standards. Includes management of fallout and data inconsistencies.

· Ability to Draft Contracts with DISA defined Standards and Format – The team should have the capability, either manual or automated, to rewrite the legacy CSAs in the new format defined by DISA, so it is ready for Contracting Officer review and signature.

5. Nominal Process

· The method to perform the process may be based on a combination of swivel chair, reports, and driver files.

i. Access/evaluate legacy contract structure based on Government parameters.

ii. Transform the data to consumable format by the modernized CWS (e.g., web page).

iii. Load/populate the updated contract information into the CWS.

iv. Evaluate conformed structure and record any data inconsistencies for Government review/revalidation.

v. Trigger necessary processing to support migration/initialization of the contract.

vi. Report and resolve issues so that the integration effort may be adjusted to maximize thruput.

vii. Define/refine applicable methods and procedures to refine processes by contract type and service.

viii. Classification of Contract Types may include:

1. Blanket Purchase Agreement (BPA)

2. Inquiry/Quote/Order (IQO)

3. Indefinite Delivery/Indefinite Quantity (IDIQ)

4. Firm Fixed Price (FFP)

6. Reference Links

· FAR> https://www.acquisition.gov/browse/index/far

· DFAR> https://www.acquisition.gov/dfars

· DARS> https://www.acq.osd.mil/dpap/dars/pgi/pgi_htm/PGI239_74.htm

· DoD Procurement Toolbox> https://dodprocurementtoolbox.com/

· PRDS background> https://www.acq.osd.mil/asda/dpc/ce/ds/prds.html

· PDS background> https://www.acq.osd.mil/asda/dpc/ce/ds/procurement-data-standard.html

7. Requested Information

· A white paper outlining the company’s expertise in each of the technical characteristics listed above.

· High level description of anticipated process to be followed to support this effort.

· (e.g., workflow: audit/data preparation steps in legacy environment, assessment steps in legacy environment, recommendation to address planned scope, prioritization parameters, quality gates/fallout/escalation procedures, status tracking/reporting/escalation procedures)

· Proposed team composition, including qualifications and experience of recommended key positions (individual names not required at this time).

· Pricing structure and any additional costs (direct/indirect) associated with the provision of services including loaded hourly rate to support budget analysis.

· Range estimate on number of hours necessary to transform / convert legacy contract into compatible format capable to be processed in new CWS.

· Additional steps/resources the contractor may deem relevant to support this effort.

· Estimated schedule for effort.

8. Nominal Job Requirements

· U.S. Citizen

· Appropriate clearance level.

· Undergraduate degree or like experience (e.g., Finance/Accounting, legal background, military experience, contracting background, telecommunication background)

RESPONSE GUIDELINES:

Interested parties are requested to respond to this RFI with a white paper. Submissions cannot exceed 4, single spaced, 12-point type with at least one-inch margins on 8 1/2” X 11” page size. The response should not exceed a 5 MB e-mail limit for all items associated with the RFI response. Responses must specifically describe the contractor’s capability to meet the requirements outlined in this RFI. Oral communications are not permissible.

Companies who wish to respond to this RFI should send responses via email no later than 10:00AM Eastern Standard Time on September 6, 2024 to quinton.a.smith.civ@mail.mil and keiana.d.clarke.civ@mail.mil.

INDUSTRY DISCUSSIONS:

DISA representatives may choose to meet with potential offerors and hold one-on-one discussions. Such discussions would only be intended to obtain further clarification of potential capability to meet the requirements, including any development and certification risks.

QUESTIONS:

Questions regarding this announcement shall be submitted in writing by e-mail to quinton.a.smith.civ@mail.mil and keiana.d.clarke.civ@mail.mil, no later than the close of business on August 15, 2024. Verbal questions will NOT be accepted. Answers to questions will be posted to the System for Award Management and to the Systems Engineering, Technology, and Innovation vendors. The Government does not guarantee that questions received after the close of business on August 15, 2024, will be answered. The Government will not reimburse companies for any costs associated with the submissions of their responses

DISCLAIMER:

This RFI is not a Request for Proposal (RFP) and is not to be construed as a commitment by the Government to issue a solicitation or ultimately award a contract. Responses will not be considered as proposals, nor will any award be made as a result of this synopsis.

All information contained in the RFI is preliminary as well as subject to modification and is in no way binding on the Government. FAR clause 52.215-3, “Request for Information or Solicitation for Planning Purposes”, is incorporated by reference in this RFI. The Government does not intend to pay for information received in response to this RFI. Responders to this invitation are solely responsible for all expenses associated with responding to this RFI. This RFI will be the basis for collecting information on capabilities available. This RFI is issued solely for information and planning purposes. Proprietary information and trade secrets, if any, must be clearly marked on all materials. All information received in this RFI that is marked “Proprietary” will be handled accordingly. Please be advised that all submissions become Government property and will not be returned nor will receipt be confirmed. In accordance with FAR 15.201(e), responses to this RFI are not offers and cannot be accepted by the Government to form a binding contract.