contract life cycle management executive steering

Washington Metropolitan Area Transit Authority

Contract Life Cycle Management Executive Steering Committee Meeting

December 10, 2013

Objectives

Scope and Approach

Key Observations

Fit Gap Analysis Results

Recommendations

Timeline and Association to Organizational Readiness

Appendix

Assessment Findings

High Level CLM Process Flow

High Level Project Plan

Critical Success Factors

Key Events and Dates

Agenda

Objectives

• Capture CLM data in one system in order to enable transparency of information.• Streamline the CLM process leveraging system delivered best practices.• Enhance communication and collaboration through the use of a comprehensive

CLM system.• Use standard procedures and technology to allow stakeholders to better manage

the contract lifecycle.• Use standard procedures and technology to facilitate a user friendly

environment to encourage suppliers to respond to RFQ’s/RFP’s.• Leverage existing technology infrastructure at WMATA.

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Assessment Scope and Approach

Scope • Business Processes: Procurement Planning – Sourcing – Contracting - Closeout• PeopleSoft modules: e-Procurement, Purchasing, Strategic Sourcing, Procurement

Contracts, E-supplier and Supplier Contract Management

Approach • Reviewed current and updated business flows• Validated and updated requirements for clarity and completeness• Performed Fit/Gap Analysis• Created new business flows incorporating automation, integrations and simplified

processes

Fit Gap Analysis Results

81% Fit Majority of gaps are in 5 groups

• Advanced ProcurementPlanning Automation

• DBE/SLB Monitoring andTracking

• Integration of Maximo andPeopleSoft Item Vendorrelationship

• Automating the Tracking ofBid Protests, Claims, andSettlements

• Need for Segregation of Bidsbased on Cost vs. Technicaland Operating vs. Capital

1

37

18

58

32

8 4 4

8

7

7

0

10

0 0

10

20

30

40

50

60

70 Gap

Fit

Gap = Needs custom code or modification to existing code

Fit = Needs configuration to fit business rules 5

Key Observations

Visibility

• From Advanced Procurement Planning to Contract Close Out•PeopleSoft Workflow engine

Audit Trails

• Incorporate entire CLM process within PeopleSoft through Bolt onand standard functionality

•All transactions in one CLM database for ease of reporting

Item and Vendor Data

•Opportunity exists to eliminate the manual steps betweenPeopleSoft and Maximo

• Dependencies on other initiatives – Maximo, PDM, IIUR and PAF

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7

Application Map – Current vs. Future

Strategic Sourcing

ePro

Purchasing

Supplier Contract

Management

Procurement Contracts

eSupplier

MEAD SYSTEM • Add to Plan of Contract• Procurement Initiation• Contract Award

Metroweb - Standard Forms • Add to Plan of Contracts• Statement of Work• Independent Cost Estimate• Evaluation Criteria• Submittal Requirements• Milestone Planning Template• Contract Award

Plan of Contracts database

Eliminated

Reconfigure existing PS modules

Existing PS modules (No Change)

New PS module

Recommendations

Reconfigure Strategic Sourcing, eSupplier Connection and the Supplier Portal; ImplementSupplier Contract Management.

Use PeopleSoft to perform tasks that currently require 3rd party tools

Require vendors to interact with WMATA using the Vendor Portal- Electronically review opportunities, engage in online bidding, electronic proposal submission, electronically sign contracts - Allows WMATA staff to operate more strategically

Implement with a strategic perspective- Make process changes as part of moving from a paper-based process to an integrated system - Don’t simply automate a paper-based process - Reduce/Eliminate external templates and forms - Capture data in system and allow system to use data throughout the contract life-

cycle - Configure system to enforce policies and procedures - Configure system to perform audit and quality assurance tasks

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Recommendations

Use Supplier Contracts Document Authoring Tool- System-enforced document version control and audit trail - Document Owner concept - Check-In/Check Out Control with all MS Word features enabled - Clause Protection within document

Use the SCM Clause Library and Document Creation features to generate contractdocuments.

- Sections - Clauses - Wizards - Rules - Bind Variables - Configurators

Leverage Collaboration features within system- Provides controls, routing and comment entry during collaboration

Include a Change Management Initiative - Recognize the culture shift

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Preparation/ Risk Mitigation Implementation

New Process Stabilization

ROI/Benefits Realization

Timeline and Association to Organizational Risk and Readiness

Poor Severe Critical

Excellent Good

Average

Configure Existing Modules, Install Supplier Contracts

Project initiated

4/1/14 4/15 1/10/14 2/16

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Level of Organizational Readiness for New Technology

And Business Process

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APPENDIX

Assessment Findings

Business Process Changes to Current State Future State Advance Planning

• Eliminate POC, Initiateand AWARD MEAD

• Eliminate the use ofthe PMIS database forPOC

• Eliminate Plan ofContracts Add/Deleteform (excel)

• All work completed in PeopleSoftthrough use of custom bolt-on, PSForms and workflow

Simplified Acquisition

• Eliminate excel/wordtemplates

• Eliminate user-initiated emailapproval routing forindividual submittalrequirements

• Use of custom CLM Work Center(bolt-on)

• System-generated SubmittalRequirement Checklist

• Excel/Word templates convertedto online Forms (pages)

• Sourcing Events will replacemanual steps

Micro Purchase • No changes • No changes

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Assessment Findings

Business Process Changes to Current State Future State Pre-Solicitation • Eliminate excel/word

templates• Eliminate user-initiated email

approval routing forindividual submittalrequirements

• Eliminate excel-basedMilestone Plan templates

• Use of custom CLM Work Center (bolt-on)• System-generated Submittal Requirement

Checklist• Excel/Word templates converted to online

Forms (pages)• Use system-delivered Sourcing Plans and

Sourcing Plan Templates to replace excel-based milestone templates

• Use SCM Wizards, Configurators and Clausesto generate the applicable Contract Terms &Conditions

Solicitation • Eliminate MS Wordsolicitation templates

• Eliminate Source SelectionPlan

• Evaluation Criteria will

• Sourcing Events in the Strategic Sourcingmodule will replace the Solicitation Package.

• Collaboration Groups will be used toestablish Technical Evaluation Team

• Evaluation Criteria will be created using BidFactors and Bid Factor Groups

Evaluation • Eliminate manual, paper-based evaluation ofsolicitation responses

• Evaluation and Analysis will be done online

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Assessment Findings

Business Process Changes to Current State Future State Solicitation Amendment

• Eliminate word/excel forms and email review/approval routing.

• Event Version will be used create Solicitation Amendments

Contract Modification • Eliminate word/excel forms and email review/approval routing.

• Contract Document Amendments/Modifications will be used to create Contract Modifications.

Task Order • Eliminate word/excel forms and email review/approval routing.

• Task Orders will be created using Sourcing Events.

• Vendors will receive system-generated notification.

• Online data exchange between vendor and WMATA

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PeopleSoft CLM High Level Process Flow

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Critical Success Factors Te

chno

logy

PeopleSoft best practice expertise Clean Clause library mappings Data cleanup ahead of implementation

Peop

le

WMATA resource investment Vendor engagement and enablement Testing and training

Proc

ess Communication

and project visibility Scope and schedule management Commitment to standard processes Avoiding conflicting priorities

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Washington Metropolitan Area Transit Authority

CLM Future State Process Narrative

12/12/2013

Table of Contents INTRODUCTION ....................................................................................................................................... 2

Future State CLM Process Narratives ....................................................................................................... 2

1-ADVANCE PROCUREMENT PLANNING .................................................................................................. 2

2-PRE-SOLICITATION/PROCUREMENT INITIATION.................................................................................... 3

3-SOURCING ............................................................................................................................................ 4

4-SOURCING AMENDMENT ..................................................................................................................... 5

5-BIDDING ............................................................................................................................................... 6

6-EVALUATION/ANALYSIS AND AWARD ................................................................................................... 6

7-CONTRACT DOCUMENT ........................................................................................................................ 7

8-CONTRACT MODIFICATION ................................................................................................................... 9

9-CLOSE OUT ........................................................................................................................................... 9

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INTRODUCTION The purpose of this document is to provide a narrative description of the processes included in the CLM process flow diagram.

Future State CLM Process Narratives

1-ADVANCE PROCUREMENT PLANNING The Advance Procurement Planning process is used to create and approve items that will be placed on the Plan of Contracts (POC). All procurement actions greater than $100,000 are included in the Plan of Contracts (“POC”). The POC is part of the ongoing procurement planning process. The POC is updated in one of two ways either annually through the annual budget cycle or on an as needed basis after the budget cycle has been completed. The WMATA business process for Advance Procurement Planning is included in the functionality delivered with the PeopleSoft Procure-to-Pay (P2P) or SRM modules. However PeopleSoft provides delivered tools that can be used to configure PeopleSoft to provide the same functionality that is provided in MEAD. This process flow is not part of the Users will log into PeopleSoft to initiate the process to add an item to the Plan of Contracts.

The Advanced Planning process begins with Procurement opening the Plan of Contracts for programs to enter requests to add contracts to Plan of Contracts. Advance Procurement Planning Fiscal Years will be created that are similar to Budget Years. Procurement can open and close years as needed.

Using a concept similar to ‘Open Enrollment’ items will be entered, submitted for approval, approved and posted to the Plan of Contracts. The final Plan of Contracts will then be published.

Adding to the Plan of Contracts – After receiving notification that the open enrollment period has begun, Programs can begin adding to the Plan of Contracts.

The current Plan of Contracts Add/Delete form will be replaced with an online page that will not require an attachment. Date fields such as Planned Procurement Initiation Date, Solicitation Initiation Date and Award needed By Date can be added to the online POC request forms. The additional date fields will help to enable Procurement to develop a comprehensive annual work plan, perform analysis, establish benchmarks, identification of bottlenecks, and opportunities for process improvement.

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The benefits of replacing Procurement MEADs and the Plan of Contract database are summarized below:

• Workload Management for Procurement • Develop Annual Work Plan for Procurement

o Projected Solicitation Workload CA assignment

• Add a field for Programs to indicate when they expect to initiate the procurement process for each contract that is requested.

• Planned contract request vs. actual contract awards • Advance Procurement Planning Metrics

o Total contract requests o Contracts requested by Program/Department o Planned contracts requested by Program/Department vs. Actual contracts executed by

Program/Department • Develop Benchmarks

o Add to Plan of Contracts Duration from initiation to approval

• Average turnaround time o Procurement Initiation

Duration from initiation to final approval • Approval time for individual items • How many procurements initiation requests include the DBE sub-process? • How many procurement initiation requests require the Sole Source sub-process?

o Solicitation Development Count of procurements by Solicitation Type (Micro, Simplified, Solicitation) Bottlenecks Corrective Actions/Process Improvement Strategy

2-PRE-SOLICITATION/PROCUREMENT INITIATION

The Procurement Initiation Process is used to determine the appropriate Solicitation Process to use and identify Procurement Package Submittal Requirements. This is a custom process that will include a page to enter new Procurement Initiation Requests. The custom page will be designed around the following sections:

Section 1 - Solicitation Determination Questions Users will enter a response to required questions. The responses will determine the appropriate solicitation process and the related submittal requirements Section 2 – Checklist A checklist of required submittal items will generated. Users will be required to indicate that the checklist item has been completed before the Procurement Initiation Request can be submitted for approval. Section 3 – Data Input Fields

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The information entered in this section is intended to be included in the Solicitation. An online page will require users to respond to a series of questions. After responding to questions a checklist is generated that will display the Solicitation Type and all submittal requirements.

When entering a new Procurement Initiation request, users will be required to associate the initiation request to the Plan of Contracts by selecting the Appropriate POC_ID.

After responding to the questions the users will save the page and begin working on the individual items included in the Submittal Requirements Checklist.

PeopleSoft Forms will be used to capture the required information and route for approval.

This section will be dynamic and display input fields based on the nature of the solicitation.

After all submittal requirements have been approved the Procurement Package can be routed for approval.

Alternate Approach: All required information gathered on one form and then routed as a group. The exception would be conditional submittals including Sole Source and DBE because they have different review and approval routings.

Once the Procurement Package has been approved, the procurement will be assigned to a CA to begin the solicitation process.

A custom process will create a flat file that can be used as the Copy From source when creating a Sourcing Event. This will copy the data gathered during Procurement Initiation and eliminate the need for redundant data input.

The Procurement Initiation step is a predecessor step for the Solicitation Process. Based on question responses, a message may be displayed to let the user know that the Procurement Initiation process is not required. The message will also display the applicable next step for the user.

3-SOURCING The Sourcing Process refers to the development of the solicitation documents that will be published online. The Strategic Sourcing module and Sourcing Events are used to create solicitation documents. Several Solicitation Types have been identified within Sourcing process flow. Separate process flow diagrams have been created for each Solicitation Type in an effort to bring visibility to the requirements associated with each Solicitation Type. Cost and Technical evaluation criteria (Bid Factors) will need to be structured in a manner that will allow for bidders to submit cost and technical proposals. The following Sourcing Processes have been identified by WMATA. Micro Process – Procurements under 3,000 will use a Requisition and Purchase Order but not require additional documentation. Simplified Acquisition Process – The Simplified Process is used for procurements that are over $3,000 but do not meet the thresholds that require the Solicitation process. The Simplified Process does not require that a contract be added to the Plan of Contracts. The Simplified Process also skips the

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Procurement Initiation step however, the Simplified Process does require certain submittal requirements that can also be included in the Procurement Initiation Process. Task Order – Task Order is similar to the Simplified Acquisition Process. Solicitation Process – The solicitation process is used for the most complex solicitations and includes more submittal requirements, review and approval. Sourcing Events will be created by Procurement. Start and End Dates that define the period of time during which bids can be submitted are defined when creating a new Sourcing Event. Event Basics include Bid Factors and Bid Factor Groups which represents header level Evaluation Criteria that applies to the entire event. Attachments, Comments, Standard Comments and Constraints are also entered when defining Event Basics. Event Line Items are used to add the individual line items that are needed. Item ID’s or description-only item identifiers can be used. Bid Factors, Bid Factor Groups, Constraints, Attachments and Comments can also be associated to Event Lines. When creating an event, users can invite specific bidders, invite groups of bidders or designate an event as a public event. Event Lines can also be dispatched individually to selected bidders. Invited Bidders will receive a notification when an event is posted. Event Collaboration is defined by selecting individual collaborators or by using Collaboration Groups. Collaboration can be initiated after an event has been saved. Event approval routing is completed prior to posting the event. Posting will trigger event notifications to bidders and make public event available through the Supplier Portal. Sourcing Events will replace the Solicitation Package and Source Selection Plan. The information gathered as part of the Solicitation Package and Source Selection Plan will be input directly into PeopleSoft.

4-SOURCING AMENDMENT Sourcing Amendments can be issued at any time prior to the closing date/time for a solicitation. Amendments are needed for a variety of reasons including responses to questions submitted by bidders, clarification of bidding requirements or changes to the solicitation. Event Versions are used to create amendments to Sourcing Events. A system-assigned version sequence number tracks event version history and maintains the current event version. Event Amendments are initiated from the Event Workbench.

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Bidders will receive notifications when an event is changed. Bidders will follow the Bidding process flow when submitted responses to amended events. Amended Events will be analyzed and awarded using the Analyze and Award process flow.

5-BIDDING Registered Bidders will be able to view Sourcing Events through the Supplier Portal. Public Events can be reviewed by the general public. Bidders can also be invited to submit bids for non-public events. If a bidder is invited to bid on an event a system-generated notification will be sent to the bidder. In order to bid on events a prospective bidder must register as a bidder using the self-registration process. After selecting an event a bidder will have the option to enter a bid response, accept an invitation to bid, decline the invitation or download an xml version of the Bid Packet. Bidders can enter line item bid prices and quantities, enter bid factor responses, enter comments and add attachments. After validating all entries, bidders can submit their bid response or save the bid response and submit at a later time. When a bidder submits a proposal the cost and technical portions will be separated electronically. Bidders can also send notification to buyers if the bidder chooses not to bid on an event or if the bidder views the events and plans to submit a bid at a later date. Bidders are unable to submit bids after the pre-determined bid deadline has passed.

6-EVALUATION/ANALYSIS AND AWARD WMATA receives Bids/Proposals submitted by bidders. Event Analysis and Analysis Collaboration are used to determine winning bidders and award events. Collaboration Groups are used to establish evaluation teams which will independently evaluate the cost and technical proposals. Event Rounds are used to short-list the bids after an initial round if scoring. Rounds are also used for Best and Final Offer (BAFO) submittal and evaluation. Analysis can take place at the Event Header, Event Line or both based on the Bid Factors associated to the event. An Award Decision will be made by Procurement. If no award is to be made the solicitation can be cancelled. When an award is made the award is posted to either a Purchase Order or a Procurement Contract.

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7-CONTRACT DOCUMENT From a system perspective the Contract Process Flow represents the transition from the Strategic Sourcing module to the Supplier Contracts module. In Strategic Sourcing events are awarded and Purchase Orders or Procurement Contracts are created. Supplier Contracts uses the Purchase Order or Procurement Contract as the source transaction when adding or creating a new contract document. Awarding a Sourcing Event is typically the responsibility of a buyer or other Procurement user. Creating a contract document can be initiated by the Program Office or a Procurement user. Each document has a designated Document Administrator or Document Owner. Additional controls are designed around the Document Owner. This Document Owner is generally a user from the Program Office. The Supplier Contract Management (SCM) module is used to create system-generated authored contract documents. The Contract process relies heavily on delivered functionality, configuration and setup. After a Strategic Sourcing is awarded to a winning bidder and a Purchase Order or Procurement Contract is created, users can create a contract document. A Contract Document can be created using a link that is displayed on the source transaction (Purchase Order or Procurement Contract). Documents can also be initiated from the Supplier Contracts – Add a Document page. Creating a document involves several steps and pages. The first step is to ‘Add a Document’. On the Add a Document page users enter or select high level information that will help to define the document. Based on the selected Document Type the user may be required to execute a Selector Wizard. A Selector Wizard will prompt users to respond to a series of questions. The wizard question responses allow the system to determine the appropriate Document Configurator that is needed to create the document. A Document Configurator is a template used for document creation. A configurator template contain a series of clauses, sections and rules (collectively referred to as elements or objects). Configurators are also associated to Document Creation Wizards. This type of wizard consists of a series of questions, bind variables and rules. A Document Creation Wizard can drive the clauses and sections that are included in a document. For example, a wizard can include a Yes or No question asking if the contract will include FTA Funding. If the response to the wizard question is ‘Yes’, an associated rule will insert required federal language into the contract. If the response to this question is ‘No’, the federal language will not be inserted into the document. A Document Creation wizard can also serve as a source for content that will be included in the system-generated document. For example, the Document Creation Wizard may include a question where the user enters free form text (i.e. ‘Please enter any special insurance requirements’). In this case a bind variable that represents the special requirements will be mapped to the wizard question. The same bind variable will also be included in a clause. The end result is that the exact text entered in response to the wizard question will be included in the system-generated document.

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At the conclusion of the Document Creation Wizard process users will be transferred to the Document Management page. The Document Management page is like a work center where any actions or tasks related to the document can be initiated. View Document can be used to open a read-only version of the document in MS Word. Documents opened using View Document cannot be modified but can be saved locally by using Save As in MS Word. Edit Document will checkout the document and enable editing features in MS Word. After checking out a document and making changes the user will need to save the document locally and then use the Import feature to check in the document. While a document is checked out, no other users are able to make any changes to the document. Several controls are provided that can control which users can edit documents (User Security Roles and Document Types), which documents a user can edit (Document Owner User Preference settings), when a document can be edited (status), which clauses can be edited (Protect in Document clause control) and whether or not meta-data represented by bind variables can be edited. In addition Clause Approval can be setup to trigger approval routing for changes made to contract documents. Document Collaboration can be setup and initiated from the Document Management page. Users can select Collaborators and determine the type of actions that will be allowed for Collaborators. Using View users are included in Collaboration routing and are able to view the document but are not allowed to provide any feedback. Review lets Collaborators use a comments field in PeopleSoft to record their feedback but are prevented from editing the actual document itself. Edit lets Collaborators use Check Out and Check In to make changes to the actual document. A complete document version history and a summary all document changes are available for review using linked provided on the Document Management page. Internal Collaboration involves other users within your organization. External Collaboration includes Suppliers or other external parties. Document Approval Workflow Routing is initiated from the Document Management page. Preview Approval is used to review system-defined approval paths and steps for the document without actually submitting the document for approval. Submit for Approval will initiate approval routing. A worklist Item and/or email notification will be generated and sent to the initial approver. The Document Status will be updated to Pending Approval. When the last approver has approved the document a Final Approval email notification is sent to the Document Owner. The notification can also be setup to notify additional users if needed. The status of a document will change as a document is created and continues through the document life cycle. When initially created documents may have a status of Draft. When collaboration is used a document can have a status of Pending Collaboration, Collaboration In-Process or Collaborated. Pending Approval and Approved will be assigned when a document is in the approval process or has been approved. After approval a document can be dispatched which will assign a status of Dispatched

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to the Document. When all steps in the document creation life cycle have been completed a document will be assigned a status of Executed. The use of Digital Signatures can be enabled for Internal and/or External Digital Signatures. Digital Signatures use workflow approval routing that is based on Virtual Approver workflow. Document Signers can be determined on a document by document basis. Recreate/Refresh Document can be used to re-execute the Document Creation wizard. This can be useful if a user determines that a wizard question response was inaccurate and needs to be changed. Supplier Contracts uses document versioning to assign a new version sequence number whenever a document is recreated.

8-CONTRACT MODIFICATION The Contract Modification process will use the Supplier Contracts module. This process is based on delivered functionality but customization within Supplier Contracts will also be used. Documents can be modified after the document has completed all required approval, dispatched and executed steps. Supplier Contracts used the term Contract Amendment. WMATA reserves the term amendment for changes to solicitations and uses the term Contract Modification to refer to changes to executed documents. For the purposes of this document the term Contact Modification will be used in place of Document Amendment. After a document has been executed the Create Modification (Amendment) button will be displayed. The Contract Modification process includes the creation of a contract modification document based on a modification configurator that is associated to the Document Type of the main document. The system-assigned modification sequence will be assigned to track all modifications that are associated to the main document. Modification documents are subject to the same Review, Edit, Collaboration and Approval steps that were available for the main document. Additional modifications can be created once the current modification has been approved and the document status is updated to Executed. A customization to the Document Management page to display a hyperlink for a custom subpage is anticipated. The custom page will require users to enter detailed information related to the modification. The modification will not be eligible to submit for approval until all required information has been provided. This information can include start and end dates, amounts, and a description of the modification. This information would be available for reporting purposes.

9-CLOSE OUT Delivered Contract Close Out functionality is limited within PeopleSoft. Procurement Contracts include a Contract Status field that allows a Procurement Contract to be manually set to Inactive. Status values in

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Supplier Contracts can be used in a similar manner. WMATA’s Contract Close Out process includes the receipt of a signed affidavit from the vendor and a close out checklist.

A Contract Header Agreement with validation steps will be used to automate the checklist and provide verification of compliance with the items included in the Close Out Checklist. Alerts and Notifications can also be setup and generated from the Close Out Agreement.

The vendor affidavit of contract completion can be automated. Additional information is needed to determine the best approach for automation of this document.

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Summary Level

Pre-Solicitation Sourcing Post-Solicitation

1

Pre-Solicitation

Enablement Transactions

Procurement Administration - Open Plan of Contracts for input - Advance Planning FY - Close POC input - Create/Post/Approve Original POC - Modifications to the adopted

Annual POC

Plan Of Contracts - Create Plan of Contract request

transactions - Submit Plan of Contracts request

transactions for approval - Approval Plan of Contract request

transactions - Revise/Edit/Cancel requests - Accept Approved POC request

transactions for posting to the Annual POC (Procurement Task)

Procurement Initiation - Determine Submittal Requirements - Gather required information - Initiate individual approvals - Submit the completed Procurement

Package for approval - Final Approval and Notifications

2

Current State Road Map

Procurement Initiation (3A)

Micro (2B)

Advance Procurement Planning (1)

Solicitation (3B) Simplified (2A) Task Order (6)

Evaluation (3C)

Solicitation Amendment (4) Contract Modification (5)

Close Out

3

Future State – Process Flow Road Map

Procurement Initiation

Advance Procurement Planning

Evaluation

Amendment

Modification

Close Out 4

Bidding

Micro Solicitation Simplified Task Order

Sourcing Process (Event)

Contract Award

Step 1

Step 2

Step 5

Step 6

Step 7

Step 8

Step 9

Step 3

Step 4

Process Step

Pre-Solicitation

• Enablement – Procurement Admin Function

• Advance Planning Request – Add to Plan of Contracts

• Procurement Initiation Request – Determine Solicitation Process/Solicitation Type – Determine Submittal Requirements – Gather Required Information and Approvals

5

Sourcing

• Prepare Event – Based on Pre-Solicitation Determinations

• Approve Event • Post/Publish Event

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Sourcing – Prepare Event

• Sourcing Process – Determined by Procurement Initiation Request

• Micro – Requisition Purchase Order (Always) – Sourcing Event (Never)

• Simplified – Requisition Purchase Order (Always) – Sourcing Event (Always)

• Solicitation – Requisition (Not required in all cases)

» Can we develop any rules around when a requisition is required? – Sourcing Event (Always) – Event Award

» Procurement Contract • SCM Contract Document

• Task Order – Related to an existing contract – Mod to a Contract – Requisition – Sourcing Event – Event Award

» Purchase Order (Always) » Procurement Contracts (Never)

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CLM Process by Module Custom

• Enable Advance Planning

• Contract Request • Add to Plan of

Contracts • Procurement

Initiation – Submittal

Requirements – Procurement

Initiation • DBE Certification

Strategic Souring

• Create Event • Collaboration • Approval • Post/Publish • Submit Responses • Analysis Responses

– Collaboration • Award Event

– Purchase Order – Procurement

Contract ---------------------------

• Amendments

Supplier Contracts

• Create SCM Document

• Review/Edit • Collaboration • Approval • Execution ---------------------------- • Contract

Modifications

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Transaction Type mapped to Process Flow

Micro Simplified Task Order Solicitation Non-IDIQ

Solicitation IDIQ

Plan of Contracts X X

Procurement Initiation X X Sourcing Plan X X Submittal Requirements* X X X Requisition X X X Sourcing Event X X X Purchase Order X X Procurement Contract X X SCM Contract Document X X X

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Template/Form Micro Simplified Task Order

Solicitation Non-IDIQ

Solicitation IDIQ

Suggested Contractor X X X SOW X X X ICE X X X Evaluation Criteria X X X Bidder Submittal Requirements X X Sole Source (As Needed) X X X DBE (As Needed) X X

*Submittal Requirements

Fit GapTotal Requirements

Over all Fit vs Gap (in %)

Fit 158 81%Gap 36 19%Grand Total 194 100%

Requirements Fit GapTopic Number of Fit Number of Gap Grand Total Fit (in %) Gap (in %)Advance Procurement Planning 1 4 5 20% 80%Contract Management 37 8 45 82% 18%Reporting 18 7 25 72% 28%Sourcing 58 7 65 89% 11%System-Technical 32 0 32 100% 0%Vendor Management 8 10 18 44% 56%Workflow 4 0 4 100% 0%Grand Total 158 36 194 81% 19%

High Level Fit vs Gap Analysis

Detail Fit vs Gap Analysis by TopicFit vs Gap (in %)

WMATA Requirements

2 - Gap y

1-Workaround g

2 - Med

Reference Number

Topic Requirement Additional Requirement Detail PeopleSoft Functionality General Comments Related Requirement(s) Module Business Process Fit Gap Resolution Type Gap Complexity (Order of Magnitude)

Gap Mitigation Related Comments

R1 Sourcing The system should provide capability to configure for the following contract types: 1) Firm-Fixed-Price 2) Fixed-Price With Economic Price Adjustments3) Cost-Reimbursement 4) Incentive (Cost and Performance)5) Indefinite-Delivery Indefinite-Quantity6) Definite-Quantity 7) Time-And-Material 8) Labor-Hour 9) Letter 10) Revenue

Refer to Procurement Procedure Manual (PPM) section 4 - Types of contracts for details.

Options:1) Wizard Question with Bind Variable to define values which will be displayed in a Wizard Dropdown.2) User Defined Field that would be displayed on the Document Add page with or without a lookup.3) Use a table to store Translate values which could be selected using a lookup or dropdown (modification)

Contract Types describe the contracts that are created as a result of a solicitation. Is there a need to define Solicitation Types or Procurement Types? There may be business rules that dictate which Solicitation Types or Procurement Types are valid with which Contract Types. Either way we need to define the attributes that are unique to each Contract Type and also identify the common attributes.1. What questions need to be asked/answer at each step in the CLM lifecycle?2. Transactional Binds that need to be displayed on contract documents?3. Wizard Questions, Binds and Rules that are needed to dictate when conditional clauses should be included in the document output.

Strategic Sourcing Contract Fit

R2 Sourcing The system should provide capability to configure for various "funding type". In addition system should be able to set up business rules and routing for each Funding types. Funding types include: 1) Federal Funds 2) Operating Funds 3) Mixed Funds

The funding type can be capital v/s operating funds and should be on the solicitation and contracts. The funding designation type should be at the header level. It has to trigger routing and clause template.

1)Must have the ability to distinguish between federal / non-federal and capital / operating funds.2)Has to be at the header level 3)Has to carry forward to all documents4)Has to trigger recommended route list5)Has to trigger recommended clause templates, and completion/approval of required documents.

Options:1) User Defined Fields2) Bind Variables/WizardsMapping Funding Type values to business rules. This requirement can also determine some clauses that should be included in the document.

Valid Combinations:1. Federal and Capital2. Federal and Operating3. Non-Federal and Capital4. Non-Federal and OperatingNote: A mix of federal and non-federal will need to br treated as federal.

Strategic Sourcing Procurement Initiation Fit

R3 Sourcing The system should provide capability to capture sub contract agreement, Sub contract information , Award details. Should have capability to set up business rules for authorities Socioeconomic Program (DBE and SBLPP) requirements. The system should validate the SBLPP and DBE selected by the user, against a pre-defined list of SBLPP and DBE Vendors.

Disadvantage Business Enterprise(DBE) requirement: For federally funded procurements, there needs to be a DBE goal setting and needs to be routed to the DBE program office for approval. There will to be an Appendix B that should show the DBE goal. The DBE goal is tracked at the award level and also at the contract management level. There needs to be vendor validation and also tracked at the DBE goals are met. The DBE Program applies to federally funded procurement actions above the simplified acquisition threshold, and the Small Business and Local Preference Program (SBLPP) applies to operating funded procurement actions, the system needs to allow for the SBLPP designation at the document level.

DBEFederal funds need DBE goalSolicitation must reflect the goal set by the DBE officeMust be routed through the DBE officeAppendix B must be attached

DBE and SBLPP requirements can be divided into two categories:1. Direct - Contractors that execute agreements directly with WMATA. A vendor record is maintained for these contractors in PeopleSoft. The DBE/SLBPP designation for these vendors is maintained in the vendor master. Actual Spend can be easily tracked if the Government Classification fields on the vendor record are maintained.2. Indirect - Subcontractors that do not contract directly with WMATA or receive payments directly from WMATA.

High Level DBE Process:1. DBE Registration Process - 2. DBE Goal Setting3. Subcontractor Identification4. Contract Award5. Subcontract Payment Tracking and Reporting - Suppliers enter DBE Subcontractor Payment Information using the Supplier Portal - Suppliers import a flat file - Supplier provide backup information with invoices

DBE/SBLPP - R3, R33, R95, R101, R105

Contracts Contract Management Gap 2-Customization 1 - High Custom pages and a potential interface from the system of record for DBE Status.

R7 Sourcing The system should provide capability to configure the system for "document type". This includes: 1) RFP 2) RFQ 3) RFI 4) Invitations for Bid (IFB) 5) Letter of Interest and Qualification (LIQ)

Options:1) User Defined Fields2) Bind Variables/Wizards


R8 Sourcing The system should provide capability to set up business rules for various "contract type", "funding type" and "document type".

Examples of rules would be: DBE, Gain-sharing, revenue-sharing, FFP rules for templates and routing rules.These various types of funding, contracts and solicitations will have different attachments, routing and clauses required.

SCM Rules can be used for document creation and routing rules and be based on workflow criteria that is user defined.


R9 Sourcing System should allow users to define acquisition thresholds and define approval levels required Contracting Authority is the

authority to actually sign the contract.Approval authority is the authority to actually spend the money.1)Different levels of approval authority2)Validate that the people on the list have approval/warrant authority3)Approval authority for people on route list to say it is ok to spend the money4)Contracting authority for Contracting Officers to sign

Options:1) User Defined Fields2) Bind Variables/Wizards (confirm)3) Workflow


R10 Sourcing Revised Requirement - The system should allow for Liquidated Damages language to be included in system-generated terms and conditions as needed.

Original - The system should be able to set up thresholds and rules for liquidated damages.

Need to have capability to identify and track document for liquidated damages. The system should provide search and reporting capabilities for liquidating damages.

Assumption: This requirement refers to determining when liquidated damages clauses should be included in the terms and conditions of a solicitation and the resulting contract. In this case Wizards, Question Groups, Bind Variables, Rules and Clauses can be used to insert Liquidated Damages language into SCM documents.

11/20/13: After discussion with WMATA team this requirement will be changed.Original Requirement - The system should be able to set up thresholds and rules for liquidated damages. Revised Requirement - The system should allow for Liquidated Damages language to be included in system-generated terms and conditions as needed.

This will be a fit as a Yes/No Wizard Question Response linked to a Rule can be used to include Liquidated Damages in a document based on the question response.

R10, R42, R43, R44 Strategic Sourcing Create Sourcing Event Fit

R11 Sourcing The system must provide capability to allow delegation of approval authority both short term and long term. System should have date time audit capability for delegations.

The delegation can occur to another person with equal or higher authority. Examples.1)Vacation rules2)GM can delegate their approval to CPO who can delegate to their staff

For Short Term the Alternate User Section of the My System Profile/General Profile Information page can be used.

For Long-Term role assignment can be used.

Workflow Approvals Fit

R12 Sourcing The system must provide capability to store electronic signatures of all internal signatories and approvers and approved WMATA contractors(Not Vendors).

Individual "Signature Clauses" could be used or Signature files stored in the database or a secured network location.

Electronic signatures can have different definitions. Need to discuss with WMATA to make sure we understand WMATA's definition and expectations. We should also further define who, when, why and what with respect to digital signatures

Workflow Approvals Fit

R13 Sourcing The system must offer the ability to perform milestone planning and generate appropriate timelines.

Need to be able to report on procurements that have missed milestonesSupervisors should be notified on missed Milestones.1)Report on missed procurements 2)Automatic Milestone notifications for missed due dates to supervisor

Sourcing Plans Strategic Sourcing Sourcing Plans Fit

R14 Sourcing The system should have the capability to route the milestone plan for review and approval.

Requirement is for Milestone plans to be reviewed and also approved.Program Mgrs may need to make changesNeed to be able to approve or disapprove

A delivered Process Definition (Process ID = Plan Approval) in intended to meet this requirement.

Strategic Sourcing Sourcing Plans Fit

R15 Sourcing The system must deliver automated functionality that routes action requests and status messages internally and externally to individuals using WMATA email.

Notification Templates Workflow Notifications Fit

R16 Sourcing The system should provide capability to search for a solicitation both internally and externally once the solicitation is published.

Supplier Portal Search (external) and Maintain Events (internal) Strategic Sourcing Bidding Fit

R17 Sourcing The system will provide capability to set up evaluation criteria for a solicitation.

Need to have General criteria and technical criteria and be able to rank the criteria. Rankings will be adjectival but the build-up should be numerically derived based on weighted factors and scorecards. FTA best practice is adjectival: Exceptional, Acceptable, Marginal, Unacceptable

SS - Bid Factors setup for Sourcing Events. Strategic Sourcing Create Sourcing Event Fit

R18 Sourcing The system will allow the Contract Administrator to select the solicitation evaluation committee members and identify them as voting, non-voting, internal or external members.

There will be advisors, e.g. consultants who will not score and are considered as non-voting members. Non-voting members need to be flagged as evaluation committee members in the system but not necessarily score.1)Voting = members of the core group who will be doing the scoring2)Non-Voting = Advisors only, not scoring members of the team3)Need the ability to flag an evaluation team member as a scorer or non-scorer for audit purposes

Multiple Rounds of Event Analysis along with Collaboration Groups and Security Roles assignments can be used to meet most aspects of this requirement.

Need to verify the voting/non-voting and internal/external portion of this requirement. Strategic Sourcing Create Sourcing Event Fit

R19 Sourcing The system should provide capability to notify the selected evaluation committee members of their role and responsibility.

Analyze Events - Invite Collaborators - Route To buttonSourcing Analysis Collab Notification Template - Notifies collaborators that they have been invited to collaborate on bid analysis

Strategic Sourcing Event Analysis Fit

R20 Sourcing The system must offer capability for the evaluation committee members to sign the NDA (E-form) using electronic signatures.

Functionality used for this requirement would be based on how the NDA form is developed. Options for the NDA Form include the following:1) Internal SCM Ad Hoc Document - In this case a signature clause could b3e used.2) PeopleSoft Forms - With Forms a checkbox indicating electronic approval/signature could be used.3) Develop the NDA Form using Adobe Acrobat and include an electronic signature field


R21 Sourcing The system will offer secure document exchange capability for evaluation committee members (internal, external, voting or non- voting members) to conduct evaluations. Only members assigned as evaluators will have access to evaluation documents.

Vendor documents (proposals) that come in should be shared only with the evaluation team members.Critical Need to separate scorecards by areas such as cost, technical, contractual etc.WMATA only wants evaluators to see what they are responsible for scoring.

Multiple Rounds of Event Analysis can be used to meet most aspects of this requirement.

When Event Analysis Collaboration is initiated the Event Status is set to Collaborating Bid Analysis. The event creator can't see the collaboration input until the collaboration due date and time has passed or the collaborators have finished entering their input, whichever occurs first.


R22 Sourcing The system must provide capabilities for users to provide online comments for evaluations.

SS - Collaboration (Event Creation and Bid Analysis) Strategic Sourcing Event Analysis Fit

R23 Sourcing The system should provide capability to apply penalty on pricing for non- SBLPP vendors for simplified acquisition during evaluation.

See R3, R4, R5 for explanation Bid Factors and Event Constraints R3, R4, R5 were removed from the updated list of requirements. Strategic Sourcing Event Analysis Fit

R24.1 Sourcing The system should provide capability for contractors to submit a proposal electronically via a link provided during solicitation publication (with date and time stamp recorded to ensure timely receipt of bid or proposal). This includes being able to fill out the representations and certifications.

Bidders would have the ability to submit responses through the Supplier Portal.

1. The system should provide capability for contractors to submit a proposal electronically via a link provided during solicitation publication (with date and time stamp recorded to ensure timely receipt of bid or proposal). = FIT2. This includes being able to fill out the representations and certifications. Is this a Form or a checkbox that signifies compliance?3. System should have the capability to accept proposals separately for technical and Cost/Contract

Strategic Sourcing Solicitation Fit X

R24.2 Sourcing System should have the capability to accept proposals separately for technical and Cost/Contract.

Sourcing Bid Submission Gap 2-Customization 1 - High

R25 Sourcing The system should not allow retrieval of a proposal submitted by a contractor once the proposal is submitted online.

SS - Event Options (Security/Controls) Strategic Sourcing Solicitation Fit

R26 Sourcing The system shall have capability to allow a contractor to send a response to an amendment. Response shall not over write the original submission.

New version or Round in Strategic Sourcing. The supplier could respond to the new version or round. The system keeps copies of all versions and rounds.

Strategic Sourcing Solicitation Fit

R27 Sourcing The system must track the short list of finalists for RFP evaluation.

Rounds Strategic Sourcing Event Analysis Fit

R28 Sourcing The system must support bid analysis and optimization before award.

Award Optimization Strategic Sourcing Solicitation Fit

R29 Sourcing The system must provide a price evaluation by line item or by total for bid analysis.

Analyze Events - Analyze Total/Analyze Line Strategic Sourcing Solicitation Fit

R30 Sourcing The system must provide the ability to export to, and import from, an Excel template for bid analysis.

Analyze Events - Analyze Export/Analysis Upload Strategic Sourcing Solicitation Fit

R31 Sourcing The system must deliver automated functionality to track incoming bid protests, their processing and resolution including all required notifications. Specifically the system must: 1) Record the receipt of a bid protest with a time and date stamp. 2) Attach the bid protest to the appropriate contract record based on contract number. 3) The system must determine the timeliness of the bid protest based on defined business rules. 4) The system must provide an alert notification of the protest receipt to the Contract Administrator, Contracting Officer, Chief Procurement Office, Counsel and the FTA for federally funded procurements. 5) The system must attach the protest response to the contract record complete with all supporting documents. 6) The system must provide a user defined workflow to route the protest response for review and approval from the Contract Administrator to all approvers including the Contracting Officer, Counsel, and Chief Procurement Officer based on business rules. 7) The system must be capable of delivering the approved protest response to the protestor, Contract Administrator, Contracting Officer, Counsel, Chief Procurement Officer and the FTA for federally funded procurements including a date and time stamp record of the transmittal of the response. 8) The system must deliver automated reporting functionality to provide summary reports of bid protests received with user defined parameters such as contract

Protest can happen either during or after an award. Protest needs to be submitted within 7 days of award. System should track time stamp and track resolution of protests. Award should be on hold if protest is upheld or should move forward if protest is rejected. When protest comes in, Contracting officer, counsel, etc. should be notified. Protest supporting documents should be routed from CA to Counsel. Protest response times should be on CA’s workload.

Volume is low – 5 – 10%Short window of time during award process or after award.If after award must submit in 7 days. They want PRISM to record and validate that it is received and resolved on time.CO/CA receives protestNeed record of resolutionFlag to show solicitation or award is on hold for protest Hold needs to be released on resolution of protestNeed automatic notifications to CO/Counsel/Program Office upon receipt of protest

How is the protest currently captured. Is it a written notification? How is it received, i.e. email, mail, FedEx, etc.

We could look at using comments or attachments. We'd have to explore if a date/time stamp is created.

We'd have to create the workflow. That would be a customization.

Strategic Sourcing Solicitation Gap 6-Package Extension 1 - High Custom subpage to serve as a primary home for this information or a workaround where information is stored and tracked using delivered fields and pages.

R32 Contract Management

The system should provide capability to generate alerts in the form of notifications to contractors to submit a valid insurance or business registration certificate.

Procurement Contract - Agreement Notifications An Agreement with deliverables to request required certifications from contractors, upload soft copies of the documents and verification of document compliance could be used. Alerts and notifications can be set up for each task.



The system should provide capability for the Contract Administrator to send notification of contract award to the Contracting Officer, Chief Procurement Officer, Contracting Officer's Technical Representative, Project Manager, DBE and SBLPP team members and the contractor.

The delivered Winning Bidder workflow can be updated to include additional notifications. The additional recipients would need to be identified by user role, route control profiles/query or sq. object.

Will all of the listed parties be notified on all awards?Is Ad Hoc notification an acceptable form of notification?The interested parties (Contracting Officer, Chief Procurement Officer, Contracting Officer's Technical Representative, Program Manager, DBE and SBLPP team members, and the contractor) will need to be associated to this Event either directly or indirectly

DBE/SBLPP - R3, R95, R101, R105



The system should allow a Contract Administrator to assign a Contracting Officer's Technical Representative (COTR) using a template to define an assignment and actions for the selected COTR. Note: This action will occur at the time of the contract award. The memo will require review, approval and Contracting Officer electronic signature and attachment to the contract record/file.

Forms or Configurator/Wizard Lookup fields for COTR and other Role Types will be useful. Existing tables could be lined to User Defined Fields.



The system to have capability to send the appointment letter to the Contracting Officer's Technical Representative (COTR).

Forms or Configurator/Wizard Will the appointment letter always be sent to the COTR? If not, are there rules, guidelines, or is this done on an ad hoc basis?



The system must allow the contracting personnel to add milestone dates/due dates for each contract deliverable.

Procurement Contracts - Milestones and Agreements Strategic Sourcing Contract Fit


The system should allow users to mark/flag a deliverable as complete.

Procurement Contracts - AgreementsSourcing - Sourcing Plans with Milestones

Does this requirement apply to the awarded contract, solicitation or both? Strategic Sourcing Contract Fit


System should be able to track contract progress (i.e., percentage complete vs. payments made).

Procurement Contract - Milestones Strategic Sourcing Contract Fit


The system must offer the ability to record all contract awards, modifications and options on the contract.

A unique identifier is assigned to contracts and sequence numbers are used to track modification and options. A system modification should be considered depending on the level of detail (i.e. number of fields) that this information will be tracked.

Delivered functionality meets the basics of this requirement. If additional information such as start and end dates, amounts, Resolution/Authorizing Code, Total amount of exercised options, Total amount of unexercised options, is needed, then a customization should be considered. Note: Creating a custom subpage to track this information is common



The system must provide capability to store insurance certificates with expiry dates and send alerts to the Contracting Administrator (CA), Contracting Officer (CO), Contracting Officer's Technical Representative (COTR), Project Manager (PM)

A scanned copy of the insurance certificate can be stored as an attachment. Contract Header Agreement - Notification Assignments can be assigned to the Procurement Contract. As an alternative the Contract Entry Renewal or Expiration Notification Type could also be used



The system must support tracking performance or payment bond information (e.g., bond amount, etc.).

Bond Amounts can be captured and tracked with User Defined Fields. The actual documents/certificates can be scanned and imported as attachments. Agreements can be used to verify compliance



The system should be able to generate a notice to the vendor (i.e., putting the vendor or notice) of liquidated damages.

SCM Ad Hoc document Option 1 – Ad Hoc Notification on the Procurement Contract page. Note: A link to the Procurement Contract page is included with the email notification by default.Option 2 – Generate the Notice using a Configurator for an Ad Hoc SCM Document and use the Send to Contacts feature to send the notification.Option 3 – Create a custom page that could generate the notice to the vendor and include options to print or automatically email the notification.

R10, R42, R43, R44 Strategic Sourcing Contract Fit


The system must be able to track and report any liquidated damages.

Ad Hoc Comments, Standard Comments/Comment Types, Attachments and Procurement Contract - Activities can all be used to capture information and correspondence related to Liquidated Damages.

R10, R42, R43, R44 Reporting Tools Contract Fit 3-Custom Report 1 - High Custom page to serve as a primary home for this information or a workaround where information is stored and tracked using delivered fields and pages


The system should have capability to generate a notification for the contractor when a performance bond is released.

Agreements can be used to meet this requirement. Note: Agreements apply only to Contract Documents. Agreements are not available for Solicitations.



The system must provide capability for a user to create a request for termination of a contract or service for a cause or convenience, with the ability to attach supporting documents.

Forms R46, R47, R48, R49 Strategic Sourcing Contract Fit


The system must provide capability to send automated notifications for contract termination to the contractor and appropriate WMATA officials (i.e., Project Manager, WMATA counsel, etc.).

Use the expiration date on the Procurement Contract and that should trigger a notification to an internal user. Would not address the contractor. However, there is a "Notify" button on the Procurement Contract component. You could use this to send an email to supplier with notice of termination

R46, R47, R48, R49 Strategic Sourcing Contract Fit


The system should put a contract on "hold" if a termination is requested. The system should not allow any action

Procurement Contracts can be updated with a status of On-Hold. A warning message will be displayed if any actions are initiated to a SCM Contract Document that is associated to a Procurement Contract that has been placed on hold.

The second part of this requirement is also included in R49 R46, R47, R48, R49 Strategic Sourcing Contract Fit


The system should not allow any action on the contract if a termination has been requested.

Procurement Contract Status = On Hold and Contract Expiration Date.User Defined Field for Termination Date that could be updated from the Contract Details link on the Document Management page.

We may be able to use the Expiration Date. Would need to look into this. R46, R47, R48, R49 Strategic Sourcing Contract Fit


The system will allow a COTR to initiate modifications on a particular contract, or exercise an option for a particular contract.

This ability to initiate modifications or exercise options can be managed with User Roles.



The system must provide functionality wherein a modification generates a notification to the contractor. This "Notice of Award" is a form letter sent to contractors based on award (event) approval.

External Collaboration or Dispatch/Send to Contacts features. Couldn't we use external collaboration. It wouldn't be automated based on a modification but it might be a manual work around.

Supplier Contracts Contract Fit


The system must provide capability to perform contract closeout.

Procurement Contracts can be closed by setting the contract status to closed.



The system must provide ability to generate an E-form for contractor signature (electronic) for contract close out. A Configurator and Wizard can be used to generate this form.



The system must have the capability to support an audit trail for all sourcing and contract actions.

Online:The Document Modification Summary and Document Version History pages provide this capability for Supplier Contracts.The Event History and Event Workbench provide this information for Sourcing.Reporting:This information is stored on various configuration and transaction tables which can be joined to extract the needed data

We can demonstrate the delivered functionality with each module. Supplier Contracts System Admin Fit


The system must deliver automated functionality to track incoming claims and/or disputes, their processing and resolution including all required notifications. Specifically the system must: 1) Record the receipt of a claim and/or dispute with a time and date stamp. 2) Attach the claim and/or dispute to the appropriate contract record based on contract number. 3) The system must determine the timeliness of the claim and/or dispute based on defined business rules. 4) The system must provide an alert notification of the claim and/or dispute receipt to the Contracting Officer. 5) The system must attach the Finding of Facts, and Record of Negotiations with the contractor concerning the claim and/or dispute to the contract record complete with all supporting documents. 6) The system must provide a user defined workflow to route the claim and/or dispute denial or settlement recommendation for review and approval from the Contracting Officer to all approvers including Counsel, Chief Procurement Officer and the FTA based on business rules contained in FTA Circular 5010.1 (latest revision).7) The system workflow must track and monitor the timeliness of any contract modification resulting from the settlement agreement and provide alerts to the Contracting Officer, Counsel and the Chief Procurement Officer, Project Manager and/or Program Office of the contract modification approval routing based on business rules. 8) The system must attach the record of the decision of the appeal.

Supplier Contracts Contract Gap 6-Package Extension 1 - High Custom page to serve as a primary home for this information or a workaround where information is stored and tracked using delivered fields and pages.


The system must deliver automated functionality to track legal settlements based on terminations for convenience or default, claims and/or disputes, their processing and resolution including all required notifications. Specifically the system must: 1) Record the receipt of a claim with a time and date stamp. 2) Attach the claim to the appropriate contract record based on contract number. 3) The system must provide an alert notification of the claim receipt to the Contracting Officer. 4) The system must attach the Finding of Facts, and Record of Negotiations with the contractor concerning the claim to the contract record including all supporting documents. 5) The system must provide a user defined workflow to route the claim denial or settlement recommendation for review and approval from the Contracting Officer to all approvers including Counsel, Chief Procurement Officer and the FTA based on business rules contained in FTA Circular 5010.1 (latest revision). 6) The system workflow must track and monitor the timeliness of any contract modification resulting from the settlement agreement and provide alerts to the Contracting Officer, Counsel and the Chief Procurement Officer, Project Manager and/or Program Office of the contract modification approval routing based on business rules. 7) The system must be capable of delivering all documents associated with the claim and/or dispute to Counsel in support of an contractor appeal of a denial of its claim and/or dispute. 8) The system must attach the record of the decision of the appeal. 9) The system must deliver automated reporting functionality to provide summary report of claims received with user defined parameters such as contract number, time interval, etc. The reports must include at a minimum: a) date

Supplier Contracts Contract Gap 6-Package Extension 1 - High Custom page to serve as a primary home for this information or a workaround where information is stored and tracked using delivered fields and pages.

R57 Sourcing The system should perform validation (when required) against pre-defined checklists (i.e., sourcing and contracting documents). Should be rules driven based on the funding type.

reference R8 The system can generate dynamic, rule-driven checklists. Agreements can be used to validate status, due date, etc. for Contract documents but this functionality is not available for solicitations.Sourcing Plans could be used to create a checklist for Solicitations. Also Project/Cost has a delivered checklist feature.

Validation can be done against the Status and Due Date of Agreements and Milestones

Sourcing and Supplier Contracts

Pre-Solicitation, Solicitation and Award/Contract

Fit

R58 Sourcing The system should provide capability to validate deliverables, completeness of solicitation documentation against a pre-established checklist template. Should be rules driven.

reference R8 and R57 The system can generate dynamic, rule-driven checklists. Agreements can be used to validate status, due date, etc. for Contract documents but this functionality is not available for solicitations.



Fit


The system should recommend valid list for templates, contract types, document types, funding types, etc.

Also reference R8, R57 and R58 SCM Library - Wizard, Binds, Question Groups, Questions and Rules.



Fit


The system must generate E-forms (with pre-populated data when required) for electronic signatures. This includes E-forms that contractors are expected to sign (e.g., acceptance, award letter, etc.), all forms required internal routing and approvals

This can be handled using electronic signatures or digital signatures. Does the electronic signature need to look like a wet signature or just provide the representation/attestation/assurance that the individual signed the document.


R61 Workflow The system must deliver a user configurable workflow for document routing, including managerial approval controls (approving authority, dollar thresholds, business events, etc.) with capability to automate internal routing of documents, transactions, clause modification, forms, or reports for online approval.

Clause modifications would include exceptions to a clause and these need to be routed as well. Clause mod would be to replace an existing clause that the vendor took exception to, would need to be routed to counsel etc. for approval of the exception

Workflow Workflow Approvals Fit

R62 Workflow The system must provide the capability to generate workflow event- based user alerts and exceptions.

Example – Option expiry or Period of Performance notifications need to be date-driven and proactively system generated. Contract Amount based notification needs to be generated.


R63 Workflow The system must provide the capability to capture approval actions by transaction, including the time, date and the user ID of the approving official.

Approval action on a document is a transaction approval. Applying Electronic Signature on a document is a document approval. Requirement is to capture the transaction approval in the history.


R64 Vendor Management The system must provide capability to receive contract assignment (vendor novation) information such that the assignor and assignee information (name, EIN, etc.) is recorded for the solicitation.

Would involve vendor setup, Procurement Contract and SCM Contract Document Modification (PS Contract Amendment). The Solicitation would be associated to the SCM Contract Document as an attachment or related document which may satisfy this requirement

Sourcing Vendor Management Fit


The system should provide capability to create, store and update templates for E-forms (e.g., NDA for evaluation committee members, Notice to proceed for contractors, Award letter for contractors etc )

SCM Library Supplier Contracts SCM Library Fit


The system should provide version control capability for modifying templates, clauses, checklists, etc. Note: Contract Administrator can modify the special terms and conditions clause for use on a specific solicitation.

1. Configurators (templates) - Configurators track the creation date//time and the last updated date/time but do not provide full version control.Clauses - Clauses are effective dated.System-Generated Documents - Provide full version control

Supplier Contracts SCM Library Fit


The system should provide capability to create, store and update templates for checklists (i.e., various types of sourcing and contracting documents required for each business event).

The various elements of the SCM Library provide this functionality. The design and structure of the SCM Library elements is a critical component of an implementation of PeopleSoft Supplier Contracts.

Supplier Contracts SCM Library Fit


The system must have the capability to attach documents based upon events (i.e., sourcing, contract management and contract close out).

Attachments Strategic Sourcing and Supplier Contracts

System Fit


The system must provide version control capability which provides access to documents showing version changes for modifications, options, etc.

Version Control Complete version and change history is provided for SCM Authored Documents. Supplier Contracts Document Management

Fit


The system will offer a document scanning function that provides an audit trail by recording the date, time and user name. Once a document is scanned, the user should not be able to delete any scanned pages

Requirement is to be able to scan and load structured data and also upload pdf attachments.

The system can import scanned documents but scanning functionality is not delivered.

Supplier Contracts Document Management

Fit


The system should be able to accept (including pdf and tif format) and store all solicitation Bids or Proposals that are scanned into the system.

The system can upload bids/proposals using an import/upload process that utilizes ms excel.xml. PDF and other formats can be uploaded at attachments but would not be uploaded to the bid response tables.

Distinction between uploading soft copies of document that will be stored as attachments versus importing bid information that would be stored on Strategic Sourcing database tables.

Supplier Contracts Bid Submission Fit


The system must provide the capability to index and store file reference materials received or generated by the agency in electronic format.

This requirement can likely be accommodated with the implementation of a scanning/document management system.

Supplier Contracts Document Management

Fit Document imaging solution.


The system should allow for creation of checklists for various business events, such as: 1) Sourcing documentation review and approval 2) Contract Management documentation review and approval 3) Deliverables for Sourcing 4) Deliverables for Contract Management 5) Deliverables for Contract close out

Checklists can be accommodated using Wizards, Agreements, or Forms.

Strategic Sourcing and Supplier Contracts

System Fit


The system should provide capability to create, store and update templates for "contract clauses".

Clauses can be created online or uploaded from a word xml template. Any clause can be associated with multiple Configurators, Rules, etc.

R74, R75 Supplier Contracts SCM Library Fit


The system should provide capability to create, store and update templates for representations and certifications.

Clauses would be used to accommodate representations and certifications.

R74, R75 Supplier Contracts SCM Library Fit


System should support storage of all relevant procurement documentation (data and time stamp of all documents including documents mailed to or received from contractors)

The attachment tables contain date/time stamp fields. Supplier Contracts Document Management

Fit


The system must offer integration with 3rd party web services like Fed Biz ops, WMATA.com website, and any other 3rd party marketplace for publication of solicitations and/or amendments to solicitation(s).

1) Solicitations can be viewed from the Supplier Portal which can be accessed via wmata.com. 2) Event Settings and Options - Post Events to Third Party (but only available if allowed by the business unit)3) Links to other third-party sites can be added the Supplier Portal or wmata com

Sourcing System Admin Fit

R88 Reporting The system must deliver ad hoc query capability to support retrieval of: 1) Templates, E-forms and checklists for use as attachments or modifying the content 2) Sourcing and contract data for analysis.

Search/Inquiry can be used to locate these forms. How users will need to access blank forms and how completed forms are managed will be dependent on other system configuration and business process decisions.

Reporting Tools Reporting and Analysis Fit

R89 Reporting The system must provide ad-hoc query capability with user defined parameters such as contact number, vendor name, etc.

Query Reporting Tools Reporting and Analysis Fit

R90 Reporting The system must deliver run-time controls to prevent “run-away” queries and to restrict very large data download requests.

Query with run-time prompts Reporting Tools Reporting and Analysis Fit

R91 Reporting The system must deliver an online drill-down capability from summary information to supporting detail data.

Drilldown, Associated/Related Documents Reporting Tools Reporting and Analysis Fit

R92 Reporting The system must provide the capability to download selected query data and to reformat downloaded query information for direct access by common desktop applications (Excel spreadsheet, ASCII text, pdf, etc.).


R93 Reporting The system must provide the capability to print a query, form, report, or other result.


R94 Reporting The system must provide the ability to generate data extracts


R95 Reporting The system should track SLB funds for local vendors including MD, VA, and DC. For example, contracts that are less than $150,000 must be tracked for local vendors. Note: Tracking will occur against the business rules set up for SLB and DBE

This requirement should be viewed in the context of a broader requirement for a comprehensive DBE solution.

DBE/SBLPP - R3, R33, R95, R101, R105

Reporting Tools Reporting and Analysis Gap 4-Interface to Existing System 1 - High Solution that addresses all DBE/SLB requirements.

R96 Reporting The system should be able to search on a number of contract parameters including vendor, funding source, contract type, etc.

Verity Search Reporting Tools Reporting and Analysis Fit

R97 Reporting The system must provide querying capabilities across contract attributes (e.g., contract number, contract type, vendor name, etc.) with the ability to search contracts for monthly and quarterly compliance reporting.

Combination of Search Tools (Verity Search, Document Management Page search), Agreements, User Defined Fields and Reporting Tools.


R98 Reporting The system must provide reporting capability (via ad hoc query, reports or dashboards) to report on liquidated damages and performance or payment bonds.

Option 1 - Create a Comment Type for Liquidated Damages along with a query that would return contracts with Liquidated Damages.Option 2 – Create a custom run control page with multiple selection criteria along with a custom report that can provide Liquidated Damages information (Summary or Detail).This requirement is dependent on the setup. Configuration and business processes for Liquidated Damages, Performance Bonds and Payment Bonds which have not yet been determined. This requirement should be considered together with similar requirements.Ad Hoc Query, Reports and Dashboards are a fit but not specifically with respect to liquidated damages and performance or payment bonds.

R10, R42, R43, R44 Reporting Tools Reporting and Analysis Fit 3-Custom Report 2 - Med Solution that addresses all Liquidated Damages requirements.

R99 Reporting The system must provide overall reporting capability at the contract and deliverable level. For example, at the contract level, status of contract, communication to vendor, etc. would be required. At the deliverable level, date of deliverable submitted, days late, etc., would be reported.

Delivered Reports and Query - At a high level this is a fit however, specific examples and additional details will be needed at some point.


R100 Reporting The system must offer the ability to run reports by employee for all contract activities.

Detailed Contract Activities reports are delivered. Using Query would be an option if the delivered reports do not meet reporting needs.


R101 Reporting The system must provide reporting on Disadvantaged Business Enterprise (DBE) goals for monitoring and compliance.

Delivered reporting tools can be used to meet this requirement. However reporting on DBE goals should be viewed in the context of a broader requirement for a comprehensive DBE solution.

DBE/SBLPP - R3, R33, R95, R101, R105

Contracts Reporting and Analysis Gap 3-Custom Report 2 - Med Solution that addresses all DBE/SLB requirements.

R102 Reporting The system should allow the Contracting Officer's Technical Representative to run monthly performance evaluation reports for contracts. The report will include status of contracts, payments and invoices.

A variety of reports are delivered across several modules. Reporting Tools Reporting and Analysis Fit

R103 Reporting The system should provide contract activity reports for sourcing and contract activity.

Delivered reports that meet this requirement are provided. The delivered reports should be reviewed to determine the level of fit, if any. Delivered reporting tools can be used to meet this requirements. In addition, online inquiries can be used depending on the nature of the data need


R104 Reporting The system should allow for SLB and DBE compliance monitoring.

The Government Classifications (Certification Source and Government Classifications) on the vendor record can be use to store vendor certification information. This would be limited to the direct/prime vendor and would not include sub-contractors. Agreements could be used to generate notifications when reporting requirements are over due

SLB and DBE compliance monitoring should be considered as part of a broader requirement for a comprehensive DBE/SLB solution.

DBE/SBLPP - R3, R33, R95, R101, R105

Contracts Reporting and Analysis Gap 4-Interface to Existing System 2 - Med Solution that addresses all DBE/SLB requirements.

R105 System-Technical The system will provide role-based access and security for the following employee roles: Contracting Officer's Technical representative, Project Manager, Contracting Authority, Contracting Officer, Program Office staff identified by the Project Manager, and designated WMATA staff.

Delivered User Role, Permission List and User List functionality. Reporting Tools Security Fit

R106 System-Technical The system must provide controls to require approvals for clause modifications. For example: 1) Modifications to general terms and conditions should be routed (via workflow) from Contract Administrator to Contract Manager for review and then to counsel (COUN) for approval. 2) Modifications to special terms and conditions for a particular solicitation should be routed (via workflow) from Contract Administrator to Contract Manager.

Clause, Approval Types, Clause Approver Role Name, Clause Usage, Clause Approval Definition and Clauses all work together to manage the clause approval process.

Reporting Tools Security Fit

R108 System-Technical The system must provide a context- sensitive, online help facility that is customizable by the agency.

Message Text can be updated as needed. Reporting Tools Security Fit

R109 System-Technical The system must provide the capability to customize error message text.

Message Text can be updated as needed. PeopleTools Security Fit

R110 System-Technical The system must provide the capability to log user IDs of those users who access the system

Query the PSACCESS LOG table. PeopleTools Security Fit

R111 System-Technical The system must allow log files to be extracted in industry standard formats to be used by enterprise-level log tools.

PeopleTools PeopleTools Security Fit

R112 System-Technical The system must allow for the use of a "time-out" function for remote access, requiring user re- authentication after a defined period of inactivity (OMB M-07-16, p 1)

PeopleTools PeopleTools Security Fit

R113 System-Technical The system must deliver common error-handling routines across the application, and must generate meaningful/customizable, traceable error messages.

PeopleTools PeopleTools System Fit

R114 System-Technical The system must provide a document archiving capability, including the ability to define, establish, and maintain archival criteria such as date and vendors/customers inactive for a specific time period


R115 System-Technical The system must deliver an event logging capability for systems, transactions, tables, and system parameters. The logs must include the following: 1) User ID 2) System date and time 3) Type of activity (addition, modification, deletion) 4) Old value 5) New value For example, the system must provide a log of all attempts to log on to the system or a log of changes made to the interest values in a prompt payment interest rate table


R116 System-Technical The system should be able to accept and store all solicitation responses or Proposals in an electronic format (i.e., MS Office and/or compatible format or Excel, etc.).

PeopleTools Sourcing System Fit

R117 System-Technical The system supports all MS Office functions including, but not limited to MS Word, MS Excel, MS Access, Adobe and SharePoint web functions.

PeopleTools System System Fit

R118 System-Technical The delivered system must support the industry standard for application component connectivity (e.g. - TCP/IP, TLS-SSL, HTTPS)


R119 System-Technical The system must allow industry leading browser access to all system modules/functionality (e.g. - Mozilla Firefox, Safari, Internet Explorer, Chrome, etc.)


R120 System-Technical The system must provide the capability to control function access (e.g., system modules, transactions, approval authorities) and data access (create, read, update, delete) by attribute: 1) User ID 2) Functional role (e.g., Contract Administrator, Contracting Manager/Contracting Officer, etc.) 3) Organization. The system must enable the agency to define access rules based on any combination of these attributes.


R121 System-Technical The system must have the capability to incorporate enterprise Active Directory controls for user authentication.


R122 System-Technical For system authentication/authorization, the system must provide for the use of service-enabled components.


R123 System-Technical The system should provide capability to log all security access changes made by security administrators.

Query the PSAUDIT table or trigger a notification when a user profile is updated.

PeopleTools System Fit

R124 System-Technical The system should be able to record and log all security configurations (either delivered or ability for custom setup).


R125 System-Technical The system should provide capability for system level password controls.


R126 System-Technical The system should provide capability to send and receive encrypted messages with other application software.


R127 System-Technical The system must maintain the agency’s specified current and historical financial data (e.g., purchase orders, clauses, e-forms, templates, etc.) storage needs with no degradation to online processing performance


R128 System-Technical The system must support concurrent access to CMS for the specified user community.


R129 System-Technical The system must be delivered with computing performance metrics for platforms and systems environments on which the application is certified to run. Performance metrics provided by the vendor should describe the following: 1) Transaction processing throughput capacity 2) Expected workstation client response time by transaction type 3) Data storage capacity 4) Limitations on concurrent user connectivity. 5) Maximum number of concurrent users 6) Number of transactions, processing windows, and volume of agency information expected to be maintained online or archived 7) Average response time for user requests 8) Request capacity or throughput that the system must support (the rate at which transactions are processed by the system) 9) Peak load 10) Peak period 11) Intensity level


R130 System-Technical The system must process scheduled work (e.g., batch jobs) and/or real time interfaces within an agency- specified batch-processing window or an agency specified real time interface window. Scheduled work can include the following: 1) Ad Hoc Reporting 2) Daily, monthly, quarterly, and/or annually


R131 System-Technical The system must be delivered with documentation that identifies all software and hardware products needed by an agency to install, operate, access, and maintain the application. The documentation must specifically identify those products that are intended to be purchased or licensed as part of the product licensing agreement and those products needed to meet any technical and functional requirement that must be acquired separately by the agency

Peoplebooks System System Fit

R132 System-Technical The system must be delivered with product installation and maintenance documentation and provide capability to be delivered within 30 days as per request by WMATA. Installation documentation must describe the following items: 1) Product release content 2) Third-party software configuration requirements 3) Database installation steps 4) Directory structure for locating application data, programs, files, and tables, including drive mappings 5) Hardware driver installation and configuration 6) Application security setup and maintenance 7) Software configuration instructions 8) Operating parameter definitions and any other required setup data 9) Software build instructions 10) Vendor-supplied configuration tools 11) Interface processes to be installed 12) Startup scripts needed to initiate the software 13) Test steps needed to verify correct installation

The system must be delivered with system operations and user manuals. Documentation must explain the following system operations: ser documentation must explain in detail how to execute available functionality in each application component and must cover instructions for the following: 1) Access procedures 2) User screen layout 3) Standard report layout and content 4) Transaction entry

Peoplebooks System System Fit

ROW 132 Sourcing Simplified Inventory Parts Procurement Should follow the SIMPLIFIED ACQUISITION PROCEDURES guidelines in the PPM section 8.

Updated from TBD to GAP in recognition of the need for a bi-directional interface between PeopleSoft and Maximo.,

Purchasing Simplified Acquisition Process

Gap 4-Interface to Existing System 1 - High Utilize delivered integration tools.

ROW 133 Sourcing WMATA issues approximately 13,000 inventory POs per year via the simplified acquisition process.On average approximately 250 Purchase Requisitions (PRs) will come from PeopleSoft each week.Solicitations for each PR will have to be created and submitted to vendors. The information needed to create thesolicitations is housed in both PeopleSoft and Maximo.

The information needed to create the solicitations that is stored in Maximo will need to be captured in PeopleSoft.

Purchasing Simplified Acquisition Process

Gap 4-Interface to Existing System 2 - Med Utilize delivered integration tools.

R133 System-Technical System should have the capability to setup Parts groups for categories

For each WMATA stock number, Maximo contains the following information:• Approved list of vendors• Vendor model number• Vendor catalog number

Item Groups Items Item/Vendor Fit

R134 System-Technical System should have the capability to assign pre-approved vendor(s) with priority

Define Item - Item Vendor - Vendor Item - Priority Items Item/Vendor Fit

R135 System-Technical System should have the capability to assign Preferred Manufacture/Vendor part#

Define Item - Item Vendor - Vendor Item - Vendor Item MFG Items Item/Vendor Fit

R136 System-Technical System should have the capability to associate Part(s) to Buyers

Define Item - Purchasing Item Attributes - Buyer Items Item/Vendor Fit

ROW 138 Sourcing For creating bid packages based on the requisitions, system should alert operating vs. Capital funded Requisition lines, provide options to separate the bids based on funding source

Bid Lines can be grouped together within a sourcing event. We know have two requirements to separate bids:1. Cost vs. Technical2. Operating vs. Capital

Strategic Sourcing Requisition Gap 2-Customization 2 - Med A manual workaround could also be considered.

R137 Sourcing System should have capability to create/ group bid groups based on category or functional areas of use.

Strategic Sourcing - Bidder Groups Strategic Sourcing Create Sourcing Event Fit

R138 Sourcing System should have the capability to alert on part on active contracts

Eprocurement Item search results will display Item/Vendor relationships.

Strategic Sourcing Requisition Fit

R139 Sourcing system should provide option to list Manufacture/Vendor Part # on each line item

Strategic Sourcing - Event Lines - Details Strategic Sourcing Create Sourcing Event Fit

R140 Sourcing Bidders should have option to suggest alternate parts Comments can be entered at the header or line level Strategic Sourcing Bid Submission FitR141 Sourcing Bidders should have option to enter comments, list delivery

dates, UOMsComments can be entered at the header or line level as part of a bid response.

Strategic Sourcing Create Sourcing Event Fit

R142 Sourcing System should have capability to enter packaging requirements

Define Item _ Purchasing Attributes - Packing Details Strategic Sourcing Create Sourcing Event Fit

R143 Sourcing System must allow RFP's to be sent to targeted group of vendors

Create Events - Invite Bidders - Search for Bidders Strategic Sourcing Create Sourcing Event Fit

R144 Sourcing System must allow RFP's to be open for all registered bidders/vendors, also should allow new competition

(Solicitations should have the ability to be directed to specific vendors or open to all registered vendors.)The following data points are required for the solicitation:• WMATA stock number• Part description• Quantity required• Unit of Measure• Delivery instructions• Ship due date• Delivery location• Approved list of vendors• Vendor model number• Vendor catalog number

Create Events - Invite Bidders - Public Event Strategic Sourcing Create Sourcing Event Fit

R145 Sourcing System should allow to group same parts from multiple requisitions to a single bid package

Multiple Requisitions can be used as a source when creating an Strategic Sourcing Event.


R146 Sourcing System must allow buyers to input comments. Buyers can enter comments at the header or line level. Strategic Sourcing Create Sourcing Event FitR147 Sourcing System must allow to input delivery locations The bidders will have to provide

the following:• Vendor part number• Unit price• Estimated delivery date

As delivered, bidders will only enter price and quantity for event lines. Bid Factors can be used for bidders to enter Vendor Part Number amd Estimated Delivery Date.


R148 Sourcing System must allow to indicate MSDS requirement This can be done as a comment, attachment or bid factor. Strategic Sourcing Create Sourcing Event Fit

R149 Sourcing System should allow the buyers to add additional documents related to Parts Spec sheet or drawings

Event Lines - Comments and Attachments - Buyers and enter comments, add attachments or "Fetch" Item Specs. The data can be flagged to Send to Bidder and/or Include On Award.


R150 Sourcing System must allow buyers to specify delivery dates Buyers can enter an Ideal Delivery Date on a Bid Factor. Strategic Sourcing Create Sourcing Event FitR151 Sourcing System should identify the SBLPP vendors against the bid

proposed vendor/bidder list. 5% mark up will be added to the price of the non-SBLPP vendors for ranking.

Bidder Groups could be used to identify SBLPP vendors. Bid Factors/ Bid Factor Responses and Constraints could be used to accommodate the 5% mark up.

Updated from GAP to FIT but needs testing and validation. Strategic Sourcing Create Sourcing Event Fit 1 - High

R152 Sourcing System should allow to indicate safety related requirement for parts on the bid

Sourcing Event Constraints or Bid Factors can be used. Strategic Sourcing Create Sourcing Event Fit

R153 Sourcing System must have the capability to create RFQ's based on the BOM provided on excel spreadsheets

Sourcing Events can be created from flat files. The BOM excel file would need to be saved in the proper format in order to upload.


R154 Sourcing System should allow to add clauses and T&C's based on the funding type

Majority of Funding is Operating Funding but there is some Capital Funding. This can affect which clauses are used

This functionality is included in Supplier Contracts. Default Terms and Conditions can be established in Strategic Sourcing.


R155 Sourcing System should provide bid response summary by Bid and by Part#


R156 Sourcing System must allow to review bid responses by parts groups/categories or bidders


R157 Sourcing System should validate and ensure that there are an appropriate number of bids per item

Event Constraints - Strategic Sourcing Solicitation Fit

R158 Sourcing System should validate whether the vendor is bidding the part that was asked for

Bid Factors and Event Lines/Line Details Strategic Sourcing Solicitation Fit

R159 Sourcing System should rank bidders based on the lowest bid and mark the most reasonable offer (typically the lowest) as Ready for Award

within threshold based upon last purchase price if exists

Analyze Events - Display Options Strategic Sourcing Solicitation Fit

R160 Sourcing System must have the capability to create PO award from the bid evaluation

Analyze Events -> Award Events -> Release to a PO Strategic Sourcing Solicitation Fit

R161 Sourcing PO lines should be connected to the source requisition lines PO lines will be directly linked to Requisitions when the PO is sourced from a Requisition. PO lines will be indirectly linked to a Requisition is the Requisition is used to create the Sourcing Event has an Award Type of Purchase Order


R162 Sourcing Category and UOM should match with the source requisition A checkbox is available if users want to allow an alternate Unit of Measure to be used.


R163 Sourcing Should have capability to notify unsuccessful offeres Strategic Sourcing - Non-Winning Bidder workflow. Strategic Sourcing Solicitation FitR164 Sourcing System should have the capability to allow successful offere

to acknowledge the PO award.Purchase Order Acknowledgements Strategic Sourcing Solicitation Fit

R165 Sourcing System should have the capability to attach supporting documents for a sole source award

If there is only one qualified vendor, the award is issued as a sole source award

The required Sole Source document can be added as attachments. Strategic Sourcing Solicitation Fit

R166 Sourcing For parts contract, system should auto generate PO's to the contract vendor using the agreed upon price from the contract.

PO Autosource Strategic Sourcing Contract Fit

R167 Reporting System should provide schedule/Ad-hoc reports for PARTs/Requisitions in sourcing

Query can be used for this requirement - Queries can be scheduled but reporting requirements need to be defined.


R168 Reporting System should provide reports for buyer productivity and KPI's

Purchasing Reports- Expediting Report- PO Listing and Detail Reports- PO to Requisition XREF- Requisition to PO XREF


R169 Reporting System should have the ability to track and report vendor performances for parts delivery and returns

Supplier Performance Analytics & Reports- On-Time Performance- Quantity Performance- Quality Performance- PO/Receipt Qty Performance


R170 Reporting System should provide metrics requsisiton to PO award cycle time

Analyze Procurement - PurchasingCycle Time Settings - Supplier ContractsCycle Time Analysis - SourcingBuyer Center - Buyer Workload Statistics


R171 Vendor Management The system shall have ability to classify Cerified Firm(s)/Vendor(s) into different segments such as DBE, SBE, SLPBPP, VET, MIN based on already established business rules.

DBE Vendor Registration & Certification

Fit

R172 Vendor Management The system should have ability to capture NAICS for the vendor.

DBE Registration & Certification

Fit

R173

Vendor Management

The system shall provide ability for potential vendors to input and/or attach any information/documents required for DBE registration.


Gap

R174Vendor Management

The system shall provide ability to DBE Team to review DBE vendor registration and attached documents.

Workflow DBE Registration & Certification

Fit


The system shall provide ability to approve or deny the registration. User should be able to entry their feedback.

Workflow DBE Registration & Certification

Fit


The system should have the capability to automatically register approved DBEs as WMATA vendors

System DBE Registration & Certification

Fit


DBE Certification shall not be required to turn potential vendors/bidders into actual WMATA Vendors

System DBE Registration & Certification

Fit


Provide the ability to capture and incorporate internal forms for vendor registration into the system.


Gap


The system shall send the list of certified DBE Vendors to be uploaded to WMATA.com and DDOT website.


Gap

R180Reporting

The system shall generate a letter authorizing the vendor as DBE vendor with appropriate signatures.


Gap


The system shall provide a list of DBE vendors that are due for renewal to the DBE office.


Gap


The system shall send email notification to DBE Vendors X days before their renewal is due.

DBE Renewal Gap

R183

Vendor Management The system shall provide ability to vendors to input and/or attach any information/documents required for renewal.

DBE Renewal Gap

R184

Vendor Management

The system shall provide ability to DBE Specialist to review renewal registration for the vendor and attached documents.

DBE Renewal Gap

R185

Vendor Management

The system shall provide ability for DBE Specialist to approve or deny the renewal. User should be able to entry their feedback.

Workflow DBE Renewal Fit


The system shall have valid list of DBE Vendors that can be for Solicitation.

DBE Renewal Gap


The system shall allow users to generate a list of DBE vendors with their NAICS code.

DBE Renewal Gap

R188

Sourcing

The system shall be able to capture the percentage and related legal language on solicitation based on the DBE Goal Setting.

DBE Renewal Gap

R189Sourcing

The system shall allow DBE Specialist to review shortlisted Vendor proposal/bids to validate compliance.

DBE Renewal Gap

R190

Contract Management

The system should capture sub contract agreement and award detail including the contract amounts, executed date, and performance period.

Contract ComplianceGap

R191Contract Management

The system shall send email notification to Prime Vendor 15 days before Prompt Payment Report is due.

Contract Compliance Gap

R192

Contract Management

The system shall provide ability so Prime vendors ability to enter/upload payment made to sub contractor as well as attach any related documents.



The system shall provide ability to DBE specialist to capture details about their site visits



The system shall provide ability to DBE specialist to review and assess status of the contract


R195Reporting

The system shall generate ad-hoc payment report to DBE (Prompt Payment Report)


R196

Reporting

The system shall generate ad-hoc report that provides status of DBE utilization and participation (Status of DBE Utilization & Participation)



The system shall retain the DBE percentage after contract modification have been made.


R198

Vendor Management

Convert the existing certified DBE vendors into PeopleSoft Vendor with correct classification, NAICS score and other required and related fields.

Conversion Gap

R199 Advance Procurement Planning

The system should have the capability capturing the Procurement request and generate Advance Procurement Planning Package (APP).

Advance Procurement Package

Gap


The system should have the capability of identifying various elements of the Funding Type and Total $ amount assoicated with APP.


Gap


The system should have the capability of routing individual request Advance Procurement Planning for budget check


Fit

R202 System-Technical The system should provide the ability to role based access to Advance Procurement Package.


Fit

R203 Reporting The system should have the capability of generating list of advance procurement planning.


Gap


The system should have the capability to attaching various submittal requirements for New Procurement Request that are not in Plan of Contracts


Gap

R205 Workflow The system should have the capability to route, approve / deny New Procurement Request


Fit


The system shoud have notification capability build in for Plan of contracts


Gap