Scott Carlson, Unison, GM Defense & Intelligence
Acquisition Systems Modernization Under Pressure
Federal agencies are facing renewed urgency to modernize acquisition systems, not just for speed or aesthetics, but for resilience, accountability, and mission readiness. A new Executive Order issued in April 2025 clarifies that mandate, instructing agencies to prioritize commercial, cost-effective solutions over custom development. The message is direct: stop building from scratch when proven tools already exist.
These new Executive Orders and DOGE policies reflect a shift in how modernization is being defined: transparency, auditability, and the ability to adapt without constant reengineering. Agencies are expected to demonstrate results, manage risk, and support missions with measurable performance. The result is procurement modernization pressure that agencies cannot defer, even as many are unsure where to begin.
Establishing a Foundation for Modernization
Before modernization can deliver visible results, agencies need a solid foundation. This begins with platforms that are secure, configurable, and adaptable. A significant component of this foundation is adopting Commercial Off-the-Shelf (COTS) software.
COTS systems provide a consistent technical baseline while reducing the cost and complexity of custom development. COTS software supports standard acquisition workflows and meets federal requirements, including FAR and DFARS compliance, auditability, and security. They automate procurement tasks, enforce policy requirements through built-in controls, and generate real-time reporting across the lifecycle. This standardization reduces administrative burden, improves accuracy, transparency, and operational readiness.
With the proper COTS infrastructure, agencies can modernize in phases, scale up confidently, and integrate new tools without reengineering the system each time.
The Limits of BPM in Acquisition Modernization
Past efforts to integrate Business Process Management (BPM) tools into federal acquisition systems have fallen short. While BPM frameworks are designed to map and automate business processes, they rarely align with the complexity of federal acquisitions.
Customizing BPM tools to support FAR and DFARS workflows has proven expensive and time-consuming. Usability issues, manual workarounds, and poor integration with legacy systems limited adoption. Contracts professionals pushed back as these tools created more friction than relief.
Future use of BPM in federal acquisitions should be targeted and technical. Middleware and API-focused deployments offer a more practical path forward, allowing agencies to connect legacy systems with modern tools while maintaining FISMA-compliant security standards.
The Risks Behind Low-Code Solutions
Low-code platforms are often introduced as a faster path to modernization. They market their ability to reduce the need for dedicated IT resources and enable quicker development cycles. But in federal acquisitions, speed alone isn’t enough, and the conditions are more complex than in other industries.
These platforms frequently lack the depth to manage complex procurement regulations and reporting requirements. Gaps in compliance and auditability create risk. Their reliance on proprietary frameworks introduces vendor lock-in, which limits long-term flexibility and escalates switching costs. Security alignment is also inconsistent, as many low-code solutions fall short of meeting federal cybersecurity standards, exposing systems to vulnerabilities.
A more resilient approach centers on microservices and API-driven architecture. This allows agencies to update individual system components without full-scale replacements. Open APIs and standardized data formats (standard in COTS software) improve interoperability, and strong API governance supports compliance and data protection.
The Role of AI in Modernization
AI in federal acquisition is about relief. When applied well, it reduces the clerical grind of routine tasks like validating clauses, reviewing performance data, and scanning for compliance gaps so that teams can focus on higher-impact decisions. For example, trained AI agents scan solicitations for FAR and DFARS gaps before a reviewer opens the file. Other agents assemble first-draft statements of work, match proposal responses to evaluation criteria, or monitor vendor performance data as it arrives. Each agent finishes in minutes work that once took hours, giving contracting officers more time for negotiation, market research, and mission planning.
But AI doesn’t function in isolation. It needs structure. That means data must be accessible and reliable, systems must be secure, and every step must be auditable. AI becomes an immediate modernization asset in a COTS environment with those foundations already in place. Without them, it becomes another project that demands more than it gives.
Moving Forward with Confidence
Modernization in federal acquisition demands a clear strategy that balances innovation with compliance and long-term sustainability.
COTS platforms provide a practical path forward. They meet federal requirements out of the box, support secure cloud environments, and offer the flexibility to evolve without depending on custom code. Agencies can utilize them to implement improvements gradually, lessen administrative burdens, and enhance transparency at each step. With microservices, structured data, and thoughtful AI applications, agencies can modernize effectively, adapting systems as missions change while maintaining compliance.
Modernization under pressure is achievable. It starts with decisions that deliver today and scale with confidence tomorrow.
