Policy and Procedure Management System

CSOSA seeks a commercially available solution to serve as the Agency’s single authoritative system for managing all policies, procedures, directives, and guidance documents.

The system must enable:

• Centralized policy management
• Standardization and consistency of directives
• Enterprise-wide accessibility
• Compliance, auditability, and reporting

4. General System Requirements

4.1 IT Security & Architecture

The system shall:

• Be FedRAMP authorized or support SaaS and on-premises deployment models
• Align with Microsoft Azure / Entra ID
• Support PIV / Single Sign-On (SSO)
• Provide role-based access control (RBAC)
• Support data portability and migration

4.2 Administrative & Functional Capabilities

The system shall provide:

• Advanced workflow automation, including parallel and conditional routing
• Automated policy lifecycle management
• Compliant archiving with immutable, read-only history
• Workflow assignment based on document type or template selection
• Employee collaboration capabilities (e.g., discussion boards)
• Policy attestation and knowledge check functionality
• Reporting and dashboards at:
  • Workflow stage level
  • Individual user level
  • Program office level
• Full audit trail of system activity
• Integration capability with Microsoft Office 365 and related tools such as FS Pro
• User-friendly interface (UI/UX)
• Closed-domain AI capabilities for:
  • Intelligent search
  • Identification of inconsistencies or missing content
• Minimal IT dependency post-implementation

5. Policy and Procedure Management Lifecycle Requirements

The system shall support a four-stage Policy and Procedure (P&P) lifecycle, which is timeline-driven and includes flexible workflows based on document type and review requirements.

Lifecycle Stages

1. Development (S.1)
2. Review (S.2)
3. Approval (S.3)
4. Maintenance (S.4)

The system must support:

• Multiple workflow variations
• Substage-level timelines and task dependencies
• Full or abbreviated review processes

5.1 Development (S.1) Requirements

The system shall:

• Support template creation or import
• Automatically assign workflows based on document type/template
• Provide role-based permissions (author, collaborator, etc.)
• Manage substage-specific timelines
• Allow:
  • Suspension or extension of substages
  • Reassignment of authors and collaborators
• Provide automated notifications based on substage timelines
• Require completion of tasks to transition to Review (S.2)

5.2 Review (S.2) Requirements

The system shall:

• Support substage-specific workflows with timeline and/or task completion requirements
• Allow multiple workflow variations with differing timelines
• Enable:
  • Assignment of individuals or groups per substage
  • Addition or removal of reviewers
  • Removal of substages when applicable
• Provide role-based task access
• Support automated notifications
• Accommodate multiple formal review tracks
• Require completion of tasks to transition to Approval (S.3)

5.3 Approval (S.3) Requirements

The system shall:

• Provide automated notification to designated signatories
• Notify authors upon approval
• Require final approval prior to publication

5.4 Maintenance (S.4) Requirements

The system shall:

• Generate automated notifications based on recertification/review due dates
• Allow document owners to review and update policies
• Support approval of updated documents with revised effective dates

6. Vendor Response Requirements

Interested vendors shall submit a capability statement (not to exceed 10 pages) that includes:

1. Company Information
   • Company name, address, UEI, and CAGE code
   • Business size and socioeconomic status
2. Technical Capability
   • Description of the proposed solution
   • Alignment with the requirements outlined above
   • Hosting model (cloud, on-premises, hybrid)
3. Relevant Experience
   • Experience providing similar systems
   • Past performance references
4. Security & Compliance
   • FedRAMP status or capability
   • Security approach
5. Integration Capability
   • Experience integrating with Microsoft environments
6. Rough Order of Magnitude (ROM)
   • Estimated pricing structure (licenses, implementation, maintenance)

7. Submission Instructions

• Responses shall be submitted electronically in PDF format. Responding firms shall not provide a generic capabilities statement. Response must describe how your product is aligned with the requirements described in this Sources Sought.

• Maximum length: 10 pages
• Submission deadline: April 23, 2026, at 7:00 PM EDT
• Email: [email protected]
• Subject Line: Sources Sought – Policy Management System

8. Disclaimer

This Sources Sought Notice is issued solely for information and planning purposes and does not constitute a solicitation. The Government does not intend to award a contract based on responses to this notice and will not reimburse any costs incurred in responding.