VA CWS RFI - Oct 2025 Final.docx

Request for Information (RFI) Subject: Comprehensive Contract Management System with Advanced AI Integration and Financial System Interface Capabilities

Purpose The Department of Veterans Affairs (VA) is issuing this Request for Information (RFI) to identify potential solutions for a comprehensive Contract Writing System (CWS). The desired solution should not only comply with Federal Acquisition Regulations (FAR), Veterans Affairs Acquisition Regulations (VAAR), and other statutory requirements, but also integrate seamlessly with the VA's financial management systems and leverage advanced AI tools to enhance efficiency and accuracy.

As part of our ongoing modernization efforts, new contract writing system options are being considered to enhance procurement operations and potentially reduce reliance on legacy platforms. A phased approach is being considered to gradually transition from select legacy systems, supporting a smooth and coordinated shift toward more integrated and efficient solutions.

Vendors are encouraged to propose innovative features or approaches not explicitly listed in this RFI that may enhance the VA’s contract management capabilities.

The VA may, as a result of the information provided, invite vendors to participate in a separate Industry Day to further demonstrate the capabilities of their specific system. Participation at Industry Day will be by invitation only and may require additional data submissions.

Key Requirements

1. System Integration Seamless integration with other federal systems, such as, but not limited to, the System for Award Management (SAM), the Federal Procurement Data System (FPDS), General Services Administration (GSA) Forecasting Tool, etc. The CWS should integrate with financial management systems, procurement databases, and enterprise resource planning (ERP) systems to ensure data consistency and reduce redundant data entry. This integration will facilitate a holistic approach to managing the procurement lifecycle, ensuring coherent and efficient operations across different platforms.

Integration with material receipt and acceptance, enabling designated personnel to document inspection, acceptance, and oversight of delivered goods or services. It should track receipt dates, quantities, item conditions, and discrepancies, in line with agency policies. These functions should trigger payment or invoice approval and ensure traceability and audit-readiness throughout the procure-to-pay lifecycle. Integration with existing financial systems, e.g., Momentum, configured for VA as the Integrated Financial and Acquisition Management System (iFAMS), to support automated receipt acknowledgment and acceptance workflows is highly desirable.

2. Security and Privacy The CWS should be designed with robust enterprise asynchronous security measures to protect sensitive data, adhering to federal information security standards (such as FISMA). It should support role-based access control to ensure only authorized personnel can access specific information, with multiple tiers of permissions including individual action level, fund level, and tiered organization level permissions. The system should also offer easy management of these permissions and effective monitoring of user activities.

3. AI Automation and Integration To substantially improve efficiency, the CWS should integrate AI-driven automation to reduce manual effort and decrease the number of clicks required for contract actions. AI Driven system and data integration. Key AI integration features should include:

· System and Data Integration: Ability to integrate the data from various enterprise systems, including VA and other Federal Systems.

· Emerging Requirements: Rapid incorporation of policy changes and user requirements with AI-driven adaptability.

· Data Accuracy and Integrity: High levels of data accuracy through automated AI validation.

· Procure-to-Pay Integrations: Enhanced pre-award funds checks, obligation postings, invoicing, and expenditure data with AI integrations.

· Optimized and Standard Business Processes: Standardization of processes and templates through AI-driven automation.

· Market Research: Enhanced search functionality to assist in identifying relevant results across multiple sources.

4. Compliance and Standardization The proposed CWS must ensure that all contracts adhere to FAR, VAAR, and other statutory requirements, as well as Department of Veterans Affairs policies and procedures. It should also comply with relevant federal laws and executive orders. This will ensure consistency and standard formats across all contracts, ensuring they are legally sound and meet all regulatory requirements.

5. Automated Workflows Automated workflows are crucial to the efficiency of the CWS. The system should automate repetitive tasks and processes such as contract creation, approval, and management. This will reduce the potential for human error and accelerate the contract lifecycle.

6. Reporting and Analytics Advanced reporting and analytics capabilities are essential. The CWS should provide dashboards and ad hoc reporting functionalities to support strategic decision-making, monitor contract performance, compliance, key performance indicators, and metrics.

7. User-Friendly Interface An intuitive and user-friendly interface is important to facilitate ease of use for contracting officers, program managers, and other stakeholders involved in the acquisition process. Features that assist users in following procurement procedures and types (service, supply, construction, leasing, etc.) through the procurement process.

8. Support for Different Contract Types The system should accommodate a variety of contract types including fixed-price, cost-reimbursement, time-and-materials, leasing and more to meet the diverse needs of federal acquisition efforts.

9. Audit and Oversight Tools for auditing and oversight must be included to ensure transparency and accountability in the contract management process. This helps in maintaining regulatory compliance and fosters trust in the acquisition process.

10. Vendor Management The CWS should facilitate vendor interactions and management, including bid submission, evaluation, and vendor performance tracking. This ensures fair competition and helps in selecting the best vendors.

Capabilities and Experience The VA is seeking information regarding available capabilities, particularly focused on automation, innovation, efficiency, and AI-driven solutions that support the entire acquisition lifecycle.

Vendors are encouraged to propose innovative features or approaches not explicitly listed in this RFI that may enhance the VA’s contract management capabilities.

If a capability mentioned below is not available, or not applicable, please respond with “N/A” for that capability.

1. FAR-based Contract Lifecycle Management Systems Experience Provide contract numbers, supported organizations, dates of performance, total contract values, role (prime/subcontractor), and contacts for both contracting agencies and technical efforts. Include project timelines and interfacing experiences with financial systems.

2. Lifecycle Accomplishments Describe how your COTS product manages the full lifecycle of federal contract management, covering planning to closeout.

3. Infrastructure Options Detail infrastructure options for implementation and sustainment, to include IT security measures.

4. Data Migration Describe ability to migrate data from current VA systems to your COTS product with minimal impacts to current operations occurring simultaneously, including both awarded contracts/orders and procurements in process.

5. Training Options Provide details of available training for your COTS product. Including in person user training, and virtual training methods.

6. Operations and Maintenance Describe the operations and maintenance requirements. Include timelines for implementing clause and standard document changes following FAC issuance, as well as implementation of IAE API changes.

7. FedRamp Certification Provide current FedRamp certification status.

8. Section 508 Accessibility Compliance with software accessibility requirements for persons with disabilities.

9. Cost Structure Provide a general overview of your pricing model, including any setup fees, add-on feature/module fees, or other costs associated with your services.

10. Functional Capabilities Describe high-level capabilities including:

· Acquisition Planning and Pre-Solicitation

· Requirement Package Submission

· Real-time Document Collaboration

· Workload Management

· Announcements

· Solicitations (RFQ, IFB and RFP), including ability to conduct limited competition amongst internal IDVs

· Evaluations

· Award and Post Award

· Closeout

· Milestones

· Real Property Leasing

· Custom and Standard Forms

· Clause Management

· Document Generation

· Records Management

· Contract File Management

· COR Management

· COR/Program Office Views

· Ordering Officer Management

· Ordering Officer Ordering

· Forecasting

· Reporting and Data Analytics (Canned and Ad Hoc)

· Configurable Workflows and Roles

· System Administration

· Intelligent Market Research Tools

· AI and Machine Learning Integration

· Number of Users Supported (Total and Concurrent)

· Number of Award actions, including Modifications, Supported Annually per Agency Instance

Submission Guidelines This request is an RFI only and shall not be considered an Invitation for Bids, Request for Quotations, or a Request for Proposal. Do not submit a proposal or quote. This market research is issued for information and planning purposes only and does not constitute a solicitation nor does it restrict the Government as to the ultimate acquisition approach. In accordance with Federal Acquisition Regulation (FAR) 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Additionally, there is no obligation on the part of the Government to acquire any products or services described in this RFI. You will not be entitled to payment for direct or indirect costs that you incur in responding to this RFI. Any contract that might be awarded based on information received or derived from this market research will be the outcome of a competitive process. Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. The Government does not intend to pay for the information submitted in response to this RFI.

Responses are requested no later than 1:00PM EST on November 17, 2025 by email to angel.santos2@va.gov and Kendra.casebolt@va.gov. Please reference “Contracting Writing System” in the subject line of your email response.

Responses should not exceed 25 pages and should be free of extraneous brochures or advertising materials. Vendors may provide relevant website links. Required submission elements include:

· An electronic document (PDF, PPTX, etc.) highlighting standard features and add-on capability costs.

· Screen capture graphics illustrating user interface, reports, data connections, etc.

· Journey maps illustrating how the system supports the acquisition lifecycle.

Submit questions, in writing, regarding this RFI to angel.santos2@va.gov and Kendra.casebolt@va.gov. Please reference "Contract Writing System" in the subject line of all email correspondence related to this RFI.

Thank you for your interest and participation in this RFI process. We look forward to your responses.