03_IT Asset Management RFI 15MAY2025 FINAL.docx

U.S. DEPARTMENT OF STATE

BUREAU OF DIPLOMATIC TECHNOLOGY (DT)

OFFICE OF INFORMATION TECHNOLOGY ACQUISITIONS (ITA)

REQUEST FOR INFORMATION (RFI)

for

INFORMATION TECHNOLOGY ASSET MANAGEMENT (ITAM) SOLUTION

PART 1: REQUEST FOR INFORMATION BACKGROUND AND OBJECTIVES

1.1 PURPOSE

This Request for Information (RFI) is issued as market research to determine industry’s capabilities to provide an Information Technology Asset Management (ITAM) solution to support management of the Department of State’s (State) hardware and software assets across its globally distributed workforce. The solution shall be capable of meeting federal and State-specific requirements through flexible and scalable integration across diverse environments.

The Government does not intend to award a contract on the basis of this RFI or reimburse any costs associated with the preparation of responses. This RFI is issued solely for information and planning purposes and does not constitute a solicitation. All information received in response to this RFI marked “Proprietary” will be handled accordingly. Responses to the RFI will not be returned. In accordance with Federal Acquisition Regulation (FAR) 15.201(e), responses to this RFI are not offers and cannot be accepted by the Government to form a binding contract. Responses to this RFI will assist State in determining the potential level of interest, competition adequacy, and technical capabilities of commercial vendors to provide the required products and services. The Government does not guarantee any action beyond this RFI.

The result of this market research will contribute to determining the acquisition plan and the method of procurement. The anticipated North American Industry Classification System (NAICS) code assigned to this procurement is 541519 with associated small business size standards* and Product Service Code (PSC) 7A21.

1.2 BACKGROUND

State’s mission is to advance the interests of the American people, their safety and economic prosperity, by leading America’s foreign policy through diplomacy, advocacy, and assistance. The mission of the Bureau of Diplomatic Technology (DT) is to rapidly and securely deliver anytime, anywhere, the knowledge resources and Information Technology (IT) services needed to support the over 300 sites, and 275 missions it services worldwide.

DT is seeking input from industry regarding their capability to provide market-leading IT software and hardware asset management solutions capable of meeting the full breadth of functional requirements outlined below. State requires access to a platform that is compliant with current federal security requirements, easy to use, flexible, and scalable, customizable, and configurable to meet the diverse needs of the regional and domestic State bureaus and posts around the world.

1.3 RFI OVERVIEW

As further detailed in Part 2, State is seeking to identify commercial-off-the-shelf (COTS) solutions that are capable of meeting State’s IT asset management requirements outlined in this RFI.

Information requested includes the following categories:

· Company Information (Section 1) – Identification of interested vendors, socio-economic status, and potential acquisition vehicles to inform State’s potential acquisition strategy options.

· Capability Assessment Against Functional Requirements (Section 2) – Description of vendor’s proposed technical solution and ability to fully meet all stated functional requirements.

· Past Experience (Section 3) – Past project example(s) demonstrating vendor’s experience implementing their proposed solution to address the needs of an organization of similar size, global scope, and mission complexity to State.

1.4 SUBMISSION INSTRUCTIONS:

All written responses should be submitted in Microsoft compatible formats (e.g., Word) or PDF.

Responses must use 12-point font and 1-inch margins, including all text, tables, and graphics. Additional attachments, brochures, or other marketing materials are not requested and will not be considered as part of the response. Response page limit(s) by section are noted below:

· Section 1 – Company Information – 1 page

· Section 2 – Capability Assessment Against Functional Requirements - 15 pages

· Section 3 – Past Experience – 5 pages

Please submit all materials to John Warner at WarnerJ1@state.gov by Friday, May 30, 2025 at 12:00pm/EST.

The Government appreciates your completed submission for the RFI post but will not be accepting questions at this time. Please be advised that all submissions become Government property and will not be returned.

UNDER NO CIRCUMSTANCES SHALL ANY RESPONDENT CONTACT ANY STATE PERSONNEL REGARDING THIS RFI.

PART 2: REQUESTED INFORMATION

Respondents are asked to provide the information requested below per the instructions outlined in Part 1, Section 1.4 above.

2.1 SECTION 1 – COMPANY INFORMATION

· Company name

· Company’s point of contact (POC) name

· Company’s point of contact (POC) phone number

· Company’s point of contact (POC) email address

· Company’s URL/web address

· Company’s Cage Code

· Company’s Unique Entity Identifier (UEI) number

· Company business size in terms of revenue and number of employees

· Company Federal socioeconomic classification(s), if any, based on NAICS Code 541519.

· List GSA schedule, Government-Wide Acquisition Contracts (GWACs), or other federal Indefinite Delivery, Indefinite Quantity (IDIQ) or contracts the Respondent holds that are relevant to this requirement and accessible by State, including corresponding schedule number or contract number.

2.2 SECTION 2 – FUNCTIONAL REQUIREMENTS ASSESSMENT

State’s functional requirements are outlined below. Respondents are asked to provide a structured response that meets the following format requirements:

· Response shall be structured and annotated to clearly map the detailed description of the proposed solution’s capabilities to the numbered requirements captured in the sections below. Responses should clearly map to the information detailed in the requirements below.

· Response narrative content should provide sufficient details regarding the proposed solution’s specific technical capabilities to demonstrate that the solution is capable of fully satisfying State’s requirements.

2.2.1 Mandatory Requirements

The following qualifications and capabilities are mandatory requirements for any potential solution addressing the needs outlined in this notice. Vendors should assess these requirements carefully and fully describe their ability to meet them.

General Requirements

a. The solution shall be a unified, COTS platform from a single Original Equipment Manufacturer (OEM) (no custom solutions or multi-OEM solutions).

b. The solution shall be a software tool that allows for organizational and administrative management tools.

c. The solution shall allow for data management down to the field level.

d. The solution shall be a software tool that allows for third-party integration with application programming interfaces (APIs).

Security Requirements

e. The solution shall be cloud-based with the base solution certified at FedRAMP-Moderate and Department of Defense (DOD) Impact Level 5 or Higher. Please note if the proposed solution is also certified at FedRAMP-High and/or DOD Impact Level 6.

f. The solution shall provide data encryption capabilities including encryption of Data at Rest (DAR) and a Federal Information Processing Standard (FIPS) 140-2 validated encryption mechanism at the network transport layer (e.g., Transport Layer Security (TLS) 1.2 or later) for data in transit protection.

g. The solution shall provide encryption capability to the individual field level.

h. The solution shall support Mutual Authentication and TLS 1.2 or above requirements.

Access Management

i. The solution shall provide the ability to establish, manage, and control permissions, access levels, and security levels for different user groups, both internal and external to State, as part of workflow and data management.

j. The solution shall provide policy-based access control for both user role and permission assignments and allow each user entity to be assigned one or multiple attributes that represent different access privileges (e.g., read, write, modify, execute, delete, append, etc.). Once a need has been established, the principle of the least privilege must be employed allowing only the level of access necessary for a user’s job duties, including creation of core groups and adding users based on their need to access the system.

k. The solution shall be capable of securing interface connections using the latest industry standards between systems in the State target environment, including legacy systems, and other FedRAMP approved systems through implementation of Trusted Internet Connections and similar mandates.

l. The solution shall be a software tool that allows for identity management and sign-on (i.e., OKTA integration).

m. The solution shall be a software tool that allows for access controls and permission assignment.

2.2.2 IT Asset Management

Please describe your solution’s ability to meet the following, core IT Asset Management functional requirements:

a. The solution shall be a software tool that can support hardware and software asset management reporting and business functions at an enterprise level, inclusive of automation of the asset management lifecycle.

b. The solution shall be a software tool that allows for out-of-the-box and customizable workflow configuration.

c. The solution shall be a software tool that can perform configuration management database (CMDB) activities, roles, and reporting via various Discovery agents.

d. The solution shall integrate with the other enterprise procurement systems, CMBDs, IT management systems, and financial systems currently in use at State.

e. The solution shall include automated asset discovery tools that function in both cloud and on-premises environments.

f. The solution shall track software usage to support license optimization and compliance.

g. The solution shall be capable of automatically managing the lifecycle of assets from acquisition to retirement.

h. The solution shall be a software tool that can provide database encryption.

i. The solution shall support both bulk importing and exporting of hardware and software asset data in industry standard formats.

j. The solution shall provide audit trails and change history logs for all assets being monitored.

k. The solution shall support contract and warranty management features that are tied to asset records.

l. The solution shall provide robust reporting and analytics capabilities to assist State in making informed decisions regarding asset utilization.

m. The solution shall be able to integrate with other enterprise cloud and on-premises solutions.

n. The solution’s platform shall provide a mobile application for access from mobile devices.

2.2.3 Performance and Support

Please describe your solution’s ability to meet the following performance and support requirements:

a. The solution shall be available for normal use 99.9 percent of the time minus any scheduled downtime.

b. The solution shall provide timely patching for security vulnerabilities and should release regularly scheduled low-code application product upgrades to correct problems, improve performance, and add low-code application functionality.

2.2.4 Other Key Features and Functionality

Please describe any unique features or functionality of your proposed solution not covered elsewhere that set it apart from other competing solutions. Describe how these differentiating features or functionality are relevant to State’s overall requirements and key benefits State could derive from these capabilities.

2.3 PART 3 – PAST EXPERIENCE

State is seeking a solution that has a proven track record in the U.S. federal space with demonstrated experience supporting agencies of similar size, global scope, and mission complexity as State. Such experience is critical to ensure that the solution has been proven to be secure and reliable under the required IT security, data management, privacy, and other federal regulations that govern information technology implementations within the federal environment.

Please provide the following information regarding your experience deploying your proposed solution for federal customers. Please list all federal agencies where you have successfully deployed the proposed OEM solution in the last five (5) years. For each experience noted, in no more than one paragraph, please provide:

· Agency and Organization Name

· Period of Performance

· Solution(s) provided to the Agency For at least one, and not more than three, of the federal implementations provided above, please provide the additional detailed information requested below to further demonstrate your relevant past experience.

· Contract and task order number

· Contract type

· Dollar value of contract (across full period of performance)

· Period of performance dates

· State whether your company was a prime or subcontractor

· Customer point of contact (Name, Title, Email, Phone) that State may reach out to for more information

· Description of the scope of the work your company performed and its relevance and applicability to demonstrating your solution’s ability to deliver the full set of capabilities outlined in Part 2

Disclaimer: This Request for Information is for information gathering purposes only as a means to identify interested and capable sources that can provide a solution that fully meets all requirements outlined in Part 2 of this notice. The information provided in this RFI is subject to change and is not binding on the Government. State has not made a commitment to procure any of the items/services discussed, and release of this RFI should not be construed as such a commitment or as authorization to incur costs for which reimbursement would be required or sought.

State will not publicly disclose proprietary information obtained as a result of this RFI. To the full extent that it is protected by law and regulations, information identified by a respondent as Proprietary or Confidential will be kept confidential. All submissions become Government property and will not be returned.

SENSITIVE BUT UNCLASSIFIED