Client Overview

A major US Department of Health and Human Services (HHS) Operating Division (OpDiv) that is responsible for executing high-value procurements.

Challenge

The agency’s acquisition office faced mounting inefficiencies across the procurement lifecycle.

• Pre-award activities were slowed by inconsistent templates and outdated tools.
• Evaluation and award phases lacked standardization, leading to delays and increased compliance risk.
• Post-award tracking relied heavily on email and disconnected file shares, making it difficult to maintain accountability or audit readiness.
• Staff struggled to find accurate templates, historical data, or policy guidance, often missing deadlines and duplicating efforts.

The agency sought to streamline end-to-end procurement workflows, improve transparency and reporting, and reduce administrative burden while ensuring full regulatory compliance.

Solution

Areeva Solutions deployed a tailored Full-Lifecycle Acquisition Management Support model that modernizes procurement from planning through closeout. Key components included:

• Proven 5-Step Acquisition Framework, aligned with QSMO standards, to guide activities from market research to post-award closeout.
• Generative AI tools to rapidly generate RFQs, PWSs, and evaluation criteria using a repository of 5,000+ agency-specific procurement artifacts.
• Power BI dashboards offering real-time visibility into procurement progress, scoring trends, vendor performance, and budget variances for COs, CORs, and PMs.
• Automated workflow and document routing tools embedded in a SharePoint-powered environment to streamline approvals and enforce version control.

Results & Impact 

• 35% reduction in acquisition cycle time, from PR creation to contract award
• 100% audit-readiness for closeout packages, with indexed, time-stamped documents stored in a centralized repository
• Improved collaboration across contracting, legal, and program offices through real-time access to shared templates and dashboards
• Significant reduction in administrative overhead, enabling staff to focus on higher-value tasks

Key Takeaway

Areeva modernized federal procurement by integrating automated workflows, AI tools, and secure document management—resulting in faster cycles, improved compliance, and real-time transparency. This success highlights how the right tools and expertise can make government procurement more efficient, agile, and accountable.