Policy And Procedure Management System For Court Services Agency

1. Introduction The Court Services and Offender Supervision Agency (CSOSA or “the Agency”) is conducting market research in accordance with FAR Part 10 to identify potential sources capable of providing a Policy and Procedure (P&P) Management System. CSOSA is seeking to acquire a Policy and Procedure Management system. This system will serve as the agency’s single source of management for all directives and guidance documents. It will help ensure that policies are consistent, up to date, and easily accessible across the Agency. This Sources Sought Notice is issued for informational and planning purposes only and does not constitute a solicitation. Responses will not be considered as proposals or offers. 2. Purpose The purpose of this notice is to: Identify capable vendors that can meet the Agency’s

requirements Determine the availability of small businesses and socioeconomic categories Assess industry capabilities and commercial solutions Support acquisition planning and strategy development 3. Requirement Overview 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 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 -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 Development (S.1) Review (S.2) Approval (S.3) 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)