Special Notice_Selective Service System_NDRSM Industry Day.pdf

SPECIAL NOTICE – INDUSTRY DAY – DRAFT

Selective Service System

The Selective Service System (SSS) is excited to announce an upcoming Industry Day for the National Defense Readiness Systems Modernization (NDRSM) requirement taking place in March 2026 (date and time TBD), in Arlington, Virginia at 1501 Wilson Blvd, Suite 800, Arlington, VA (may be combined virtually as a hybrid based on submissions to this notice). This Industry Day provides a unique opportunity for members of the business community to engage directly with the SSS Government technical team to learn more about the upcoming requirements. The goal of this event is for the Government to:

• Gain a better understanding of the current state of existing technologies for market research and innovation purposes

• Encourage competition, including small businesses

• Gather feedback to improve the Government’s draft requirements or approach

• Inform industry of a prospective upcoming requirement

Share your capabilities – In preparation for Industry Day, it is important to ensure a copy of your capability statement is forwarded in advance to the Contract Specialists identified below who are handling this project with a courtesy copy to the Contracting Officer.

Accordingly, after reviewing the requirements stated herein, please submit your agency’s capability statement and Request for Information (RFI) to the stated requirements below and any other relevant information appropriate to assist the Government in understanding your business enterprise solution for the stated requirements along with your registration form at Attachment 1. Currently, the Government is contemplating either a virtual or in-person Industry Day – details will be forthcoming to vendor respondents to this notice.

Important: Please enter "NDRSM SSS Industry Day" as the subject of your email to ensure your submission is properly acknowledged for this business opportunity.

To assist with the RFI, capability statement and Industry Day preparation, the Government is providing to industry the brief requirements outlined below:

Selective Service System (SSS)

National Defense Readiness Systems Modernization (NDRSM)

Vendor Requirements Document in Preparation for Industry Day

1. Purpose and Background

The Selective Service System (SSS) seeks vendor responses for the acquisition and implementation of an integrated, secure, enterprise-wide system to support personnel, operational, data, logistical, and claims management functions. The solution must support geographically distributed operations across national, regional, state, county (or equivalent), U.S. territories, and District of Columbia levels, while ensuring compliance with all applicable federal laws, regulations, and security standards.

The objective is to procure a configurable, scalable, and secure enterprise system that reduces manual processes, improves transparency and accountability, enhances data-driven decision-making, and supports mission readiness.

2. Scope of the Solution

The proposed solution shall provide end-to-end capabilities across the following functional areas:

• Volunteer Personnel Management

• Military Reserve Personnel Management

• Location and Staffing Management

• Data Management and Governance

• Logistical Management

• Claims Management

• Temporary Employer/Employee Management

• Information Security

• Cross-Cutting Operational Capabilities

The solution shall be Commercial-Off-the-Shelf (COTS) or COTS with minor customization.

3. Functional Requirements

3.1 Volunteer Personnel Management

The system shall support human resource management for uncompensated, presidentially appointed volunteers.

Required Capabilities:

• Manage three distinct levels of presidentially appointed volunteers.

• Enforce geographic constraints such that volunteers are assigned and operate only within designated counties or groups of counties.

• Support appointment workflows that include coordination with external entities.

• Track volunteer status, tenure, eligibility, and assignments.

• Manage volunteer retention activities, training records, and exercise participation.

• Provide training scheduling, completion tracking, and certification management.

• Support travel request submission, approval workflows, funding authorization, and travel tracking.

3.2 Military Reserve Personnel Management

The system shall support management of assigned military reserve personnel.

Required Capabilities:

• Track authorized billets and assigned reservists.

• Maintain personnel profiles, service status, and assignment history.

• Track and coordinate reservist work schedules and training activities.

• Manage funding, budget allocations, and cost tracking associated with reservist activities, including travel and training costs.

• Provide reporting on utilization, readiness, and cost.

3.3 Location Management and Staffing

The system shall support enterprise-wide location and staffing management.

Required Capabilities:

• Maintain a hierarchical location structure including:

o National o Regional o State o County (or county equivalent) o U.S. territories and the District of Columbia

• Identify partner or shared locations.

• Associate personnel, volunteers, and reservists with locations.

• Estimate and track required staffing levels by location.

• Support workload-based staffing assessments.

3.4 Data Management and Governance

The system shall provide robust data management, integration, and governance capabilities.

Required Capabilities:

• Ingest structured and unstructured data from federal and state partners using secure interfaces.

• Exchange data with federal partners using approved standards and protocols.

• Support data governance, including data stewardship, lineage, and metadata management.

• Enable data correlation, merging, and reconciliation across multiple data sources.

• Support analytics, reporting, and AI-enabled insights, consistent with federal AI governance guidance.

• Ensure data accuracy, consistency, integrity, and auditability.

3.5 Logistical Management

The system shall support logistical coordination of personnel.

Required Capabilities:

• Manage and coordinate personnel movement through the induction process.

• Track personnel status at each stage of induction.

• Provide visibility into bottlenecks, throughput, and operational readiness.

3.6 Claims Management

The system shall support registrant/Inductee data, end-to-end claims intake, processing, adjudication, reporting, and customer support.

Required Capabilities:

• Provide a secure public-facing portal allowing claimants to:

o File claims o Submit supporting evidence and attachments o View agency-generated documents related to their claim

• Maintain a complete, immutable record of claim edits, actions, and decisions.

• Route claim packages requiring volunteer review based on claimant geographic location.

• Allow volunteers to securely access assigned claim packages using government-approved or authorized personal devices.

• Enforce strict protection of Personally Identifiable Information (PII) and Protected Health Information (PHI) at all times.

• Provide standard and ad hoc reporting on claims volume, processing times, outcomes, and adjudication trends.

• Provide trend analysis capabilities to identify patterns in claim submissions, processing timelines, outcomes, and recurring issues, including configurable analytics and visualizations to support operational and policy decision-making.

• Provide an AI-enabled customer assistance capability to support public help inquiries related to claims, including:

o Guided assistance for claim submission and status inquiries o Responses to frequently asked questions using authoritative agency content o Escalation paths to human support when required o Explainable responses and disclosure when users are interacting with an AI system

• Ensure all AI-enabled capabilities comply with applicable federal AI governance, transparency, privacy, and security requirements, including protection of PII and

PHI.

3.7 Temporary Employer/Employee Management

The system shall support management of temporary employer and employee relationships.

Required Capabilities:

• Maintain employer profiles and associated job listings.

• Maintain employee profiles and qualifications.

• Match potential employees to employer job opportunities.

• Track communication between employers and employees.

• Enforce and track completion of a required consecutive 24-month service period for assigned employees.

• Provide reporting on placements, service completion, and workforce utilization.

4. Information Security Requirements

The system shall comply with all applicable federal cybersecurity, privacy, records management, and artificial intelligence governance requirements.

Required Capabilities:

• Compliance with all federal laws and regulations governing protection of PII and

PHI.

• Alignment with FISMA and NIST Risk Management Framework (RMF) processes.

• Alignment with NIST SP 800-53 Rev. 5 security and privacy controls.

• Support for deployment in FedRAMP Moderate or High authorized cloud environments.

• Support for multi-factor authentication, including Two-Factor Authentication (2FA).

• Implementation of a Zero Trust security architecture aligned with OMB M-22-09.

• Role-based and attribute-based access controls.

• Full audit logging of user activity and system actions.

4.1 AI and Chatbot Security Control Alignment

The AI-enabled chatbot and trend analysis capabilities shall align with the following NIST SP 800-53 Rev. 5 control families and Zero Trust pillars:

Area NIST SP 800-53 Control Families Zero Trust Pillar

Identity & Access IA, AC Identity

Data Protection PL, MP, SC, IA, CP Data

Audit & Accountability AU Visibility & Analytics

System Integrity SI, SA Application & Workload

Privacy AP, AR, IP Data

Continuous Monitoring CA, RA Visibility & Analytics

5. Cross-Cutting and Operational Requirements

The system shall also provide:

• Ability to track and manage ad hoc tasking.

• Ability to create ad hoc reports without vendor intervention.

• Configurable dashboards and visual displays for operational and executive reporting.

• Tracking and retention of digital correspondence.

• Budget tracking and forecasting capabilities.

• Workload assessment tools to support planning and resource allocation.

6. Non-Functional Requirements

The solution shall:

• Be scalable to support changes in mission scope and personnel volume.

• Be highly available and resilient, with defined service level objectives.

• Support configuration without custom code, where feasible.

• Provide comprehensive system documentation and user training.

• Support data migration from legacy systems, if applicable.

6.1 AI Risk Management and Model Governance Requirements

All AI-enabled capabilities, including chatbots and analytical models, shall adhere to federal AI risk management and governance principles.

Required Capabilities:

• Documented AI use cases and intended purposes approved by the Government.

• Human-in-the-loop oversight for AI-generated outputs affecting claims or customer interactions.

• Model transparency, including documentation of training data sources, assumptions, and limitations.

• Bias identification, testing, and mitigation processes.

• Model performance monitoring, drift detection, and periodic reassessment.

• Ability to disable or suspend AI functionality without impacting core system operations.

• Logging and auditability of AI interactions and decisions.

• Alignment with the NIST AI Risk Management Framework (AI RMF) and applicable OMB guidance.

7. Vendor Response Instructions

Vendors shall address each requirement in this document and clearly indicate:

• Compliance (Compliant / Partially Compliant / Non-Compliant)

• Description of how the requirement is met

• Identification of any third-party components

• Assumptions, constraints, or dependencies

Vendors shall also provide:

• Implementation approach and timeline

• Security architecture overview

• Experience supporting federal agencies with similar requirements

• Licensing, hosting, and ongoing operations and maintenance model

8. Evaluation Considerations

Responses will be evaluated based on:

• Functional and technical compliance

• Security and compliance posture

• Scalability and flexibility

• Total cost of ownership

• Vendor experience and past performance

9. Points of Contact / Submittal Timeline

Submit your capabilities statement, any information you deem the Government should review based on the above requirements (RFI) and your registration form to the following Contract Specialists:

Cane Toussaint – cane.toussaint@sss.gov

Shimere Cooper – shimere.cooper@sss.gov

With courtesy copy to the Contracting Officer – georgette.hendricksen@sss.gov

Submittal requirements and an interested vendor’s registration form are due no later than 2:00 PM Eastern Standard Time (EST) on Thursday, March 12, 2026. Vendors who have expressed their interest will be advised if the Government will hold a virtual or location-based Industry Day and the confirmed date and time of the event.

10. NOTE: This special notice is not a Request for Proposal, Request for Quote, or Invitation for Bid. There is no commitment by the Government to issue solicitation, make awards, or pay for respondent’s expenditures made in response to this notice.

Interested vendors are responsible for monitoring this notice for any subsequent amendments.

The Selective Service System (SSS) is an independent federal agency that has been a distinguished part of America’s history for over a century, spanning eras of conflict and peacetime. Our mission is to register men and maintain a system that, when authorized by the President and Congress, rapidly provides personnel in a fair and just manner while managing an alternative-service program for conscientious objectors.

mailto:cane.toussaint@sss.gov mailto:shimere.cooper@sss.gov mailto:georgette.hendricksen@sss.gov