05GA0A22Q0029-Questions and Answers 11Aug 2022.pdf

RFQ #05GA0A22Q0029

Solicitation Questions and Answers (Q&A)

Solicitation Q&A

Space Management Services

Vendor Questions Government Response:

1. What was the catalyst for GAO going back out to market for a new system?

Currently, GAO does not have an Integrated Workplace Management System (IWMS). The objective is to procure one IWMS that can manage GAO’s entire portfolio.

2. Is GAO currently leveraging BI reporting tools (Tableau, Power BI, etc.) to pull data from a variety of systems for reporting purposes?

No.

3. Is GAO looking to sunset Maximo/Service now for Asset management and FM? No.

4. Can there be an expansion on what type of data/formatting that would hope to be captured via ad hoc reporting? In turn - what type of reporting would you like to have, but aren't getting today?

Yes, type of data formatting needed for Ad Hoc reports are: .cvs, .xls, .pdf, .doc, etc. GAO does not currently have an Integrated Workplace Management System (IWMS) with reporting capability.

5. What is the need for the reservation component when AgilQuest Reserve is the workspace management tool?

GAO would like to have a backup system for reservations. The long term goal is to integrate the reservation system into the Integrated Workplace Management System (IWMS).

6. Is there an incumbent for the contract? No.

7. Is the expectation that the application be FedRamp certified moderate or can it be in the AWS cloud which is moderate?

Yes, one of these levels (IaaS, PaaS, or SaaS) must be FedRamp certified at the moderate level.

8. How many environments (Production, test, Development) are wanted?

Development, Test, and Production environments are needed.

9. For the 100 concurrent users, what is the breakdown of user types (Managers, Approvers, Requestors, etc..) open to a different mix of licenses? will there be any external users?

All users will be internal to agency -no external users. 100 licenses will be distributed based on the Integrated Workplace Management System

(IWMS) user types/roles. There needs to be a different mix of licenses.

10. For mobile, will the devices always be connected to the internet? Is there a need for a user friendly app for specific types of work (space, projects, approvals, etc.)

GAO requires that the Integrated Workplace Management System (IWMS) have the mobile capabilities configured for future use.

11. Is there a projected go live date, if so what is driving that date?

220 days after award. Refer to SOO Section 7. Deliverables.

12. In regards to section 5.5 Data Migration and Integration Objectives, is the GAO's objective to migrate / integrate only to current active legacy data?

Yes, the objective is to migrate and integrate excel spreadsheets, PDF documents, Maximo system data, AutoCAD documents and other manual sources into the new Integrated Workplace Management System (IWMS).

a. For example, will completed/closed facility modification projects need to be migrated into the IWMS? If yes, how many projects and how many years of historical legacy data?

Yes, mainly AutoCAD documents and Excel spreadsheets. Approximately 7 years of documents and approximately 600 drawings and/or files.

b. For lease data migration, does this include real estate leases and asset leases? Approximately how many of each type of lease will be migrated?

Yes, both types of leases (real estate and asset leases). Approximately 7 years of historical data from both types of leases. This information will be retrieved from the Maximo system.

i. Will lease administration be managed within IWMS, including new leases, renewals, clauses, terminations, payment schedules, invoicing, etc.?

No.

c. For utility invoices data migration, how many years of utility invoices does the GAO need to have migrated?

None, GAO does not have any new or prior year utility invoices that need to be migrated, however GAO has a need for the utility invoice functionality in the Integrated Workplace Management System (IWMS) to capture the data in the future.

d. For service work orders data migration, will this just be for migrating open / active work orders or does it include historical completed/closed service work orders?

For Service work orders data Migration will be limited to open / active work orders and does not include historical completed/closed service work orders.

i. Approximately, how many open/active service work orders will need to be migrated?

Estimated around 600 open/active service orders.

ii. Approximately, how many historical completed/closed service work orders will need to be migrated?

No closed/completed service work orders will be included in this data migration. All closed/completed service work orders have been updated in AutoCAD.

13. What type of service work orders will the proposed IWMS solution need to track and manage besides moves, reservations, and space requests? (i.e., Demand Maintenance, Preventive Maintenance, Janitorial, Electrical, Mechanical, Plumbing, Carpentry, Landscaping, Signage, Keys/Locks, Facility Projects, Capital Projects, etc.)?

Yes, Integrated Workplace Management System (IWMS) will need to have capability to input and track all types of service work orders as identified SOO in Section 5.5.1

14. If the GAO data set is identified and managed as 'confidential', will the NIST 800-171 CUI data management policies & provision apply for data stewardship and data handling?

This will be an unclassified system and no confidential data will be in this system.

15. If the GAO data set is identified and managed as 'confidential', will responding vendors be required to be compliant with DFARS 252-204.7019 self-assessment (SPRS)?

This will be an unclassified system and no confidential data will be in this system.

16. The solicitation states LPTA. Based on the level of effort, applying LPTA to a very technical, multiple phase solution delivery may not provide GAO with the best value and project delivery risk. Will GAO please consider adjusting this technical response evaluation criteria to best value?

No.

17. Does GAO anticipate to migrate the entire GAO portfolio, 2.1M GSF - HQ & 11 field offices, in the base year of this contract?

Yes.

18. Does GAO have a single legacy system in place managing this portfolio, or is the GAO portfolio currently managed through a variety of solutions?

GAO does not have a single legacy system in place. At this time, GAO is using a variety of solutions to manage the portfolio such as Maximo, AutoCad, Excel spreadsheets, ServiceNow, PDF documents, etc.

19. Will GAO please identify any present systems in place managing the GAO portfolio?

Excel spreadsheets, AutoCAD drawings and documents, Maximo System, ServiceNow, pdf and .doc documents and other manual sources.

20. Will GAO please clarify the solution licensing requirements? Will the 100 users be strictly space management and CAD users, or will there be a distributed user base across other functional IWMS domains such as identified in #5.2.47 - "The system shall provide the following system modules: Space Planning, Asset Management, Strategic Planning, Move Management, Facility Management, and Reporting?"

A total of 100 licenses are needed.

Within the 100 licenses it must cover multiple user roles and be distributed user base across other functional Integrated Workplace Management System (IWMS) domains that are identified in SOO Section #5.2.47

21. Will GAO please provide a quantity of licensed users for each the following modules if these are to be licensed under #5.2.47?

· Space Planning & Management

· Asset Management

· Strategic Planning

· Move Management

· Reservations/Telework

· Facility Management

A total of 100 licenses are needed that will work throughout the system in different modules. Within the 100 licenses it must cover multiple user roles and be distributed user base across other functional Integrated Workplace Management System (IWMS) domains and modules that are identified in SOO Section 5.2.47

22. Are the 6,000 workspace locations and the 400 conference/team rooms already identified in a current system ready to migrate, or does this data need to be developed?

GAO does not have a current Integrated Workplace Management System (IWMS), however we have identified the data sources that need to be migrated. GAO will provide the data to be migrated into the new system from various sources such as excel spreadsheets, Maximo, AutoCAD documents, pdf documents, etc.

23. Will GAO please expand upon the use case on supporting AutoCAD document management?

Yes, The Integrated Workplace Management System (IWMS) will be integrated with AutoCAD, ensuring that the IWMS can upload, store, and edit AutoCAD documents within the

IWMS.

24. In the reference to provide this solution as a managed service, is that context only for the licensing/hosting, or is it to include the inclusive staffing and support on operations and system support post base year?

Managed Services are needed for both the licensing/hosting and also include the staffing and support on operations and system support for the entire contract term.

25. Will the GAO please confirm "..shall be able to do a 2-way interface.." requirement is stating having the capability, but not actually integrating with these systems (SOW Section 5.2.6-5.2.7)?

The expectation is for the new Integrated Workplace Management System (IWMS) system to be able to interface with the listed in SOO Section 5.2.6 & 5.2.7. The vendor must be able to integrate from end to end from all listed systems and allow for output and ingestion of the output data.

26. Section 5.2.7 states "The system shall be able to provide 2 way interfaces with 5 GAO systems and/or software (AutoCAD, Service Now, Maximo, Human Resource Data Source (my locator) and Microsoft 365 in the cloud)."Clarification: If the intent is to integrate with these systems under the base year, then GAO will need to provide technical information by product for scoping services under a FFP deliverable. Will GAO please clarify?

Scoping services under a FFP deliverable from the vendor for the new Integrated Workplace Management System (IWMS) system will be limited to providing the capability of 2 way interfaces with the 5 GAO systems. The vendor must be able to integrate from end to end from all listed systems and allow for output and ingestion of the output data.

27. Does GAO have up to date AutoCAD V 2020 files for all of your facilities? Yes.

28. Does GAO expect to have field verification of the AutoCAD files under this scope? Yes.

29. Will GAO please clarify this requirement - "The system shall provide the following system modules: Space Planning, Asset Management, Strategic Planning, Move Management, Facility Management, and Reporting"? Are these modules to be licensed for user by a defined end user quantity, or the solution is have the ability to license and provide this functionality?

Yes all modules listed need to be a part of the proposed Integrated Workplace Management System (IWMS) and the proposal must include licensing for each module not to exceed 100 licenses for the system.

30. Will GAO please clarify the function titled, "Facility Management" from an use case perspective to ensure proper solution capability?

Management of Equipment and Buildings.

31. Does GAO have an allocation of time set aside to support this project deployment from a GAO Stakeholder perspective?

Yes.

32. Will GAO accept a delivery/implementation timeline that address staged delivery that may be phased over the base year, or is GAO after an all-inclusive delivery at one time?

Yes as long as delivery/implementation is within the contract time/schedule requirements.

33. How is GAO envisioning the project planning and data management of continuing operations from the time data is migrated from core systems, until delivery of the new system? Will there be a legacy system "cutover" or a secondary data migration approach?

There is no legacy system. GAO will provide data to be input to the system via spreadsheets, AutoCAD, Maximo, etc.

34. Will GAO please identify in detail the data types, data formats and record counts for each of the data categories listed for data migration scope?

The following are the data formats and the record counts counts xls, csv, pdf,dwg,.,etc approximately 600 drawings and files.

35. Will GAO please identify the systems where this listed data is being exported from?

GAO will provide data to be input to the system via spreadsheets via excel files, AutoCAD, Maximo, PDF Documents, etc.

36. Will GAO please identify the number of AutoCAD DWG files that are to incorporated into the new IWMS, by building/location?

600 AutoCAD DWG files is estimated.

37. Will GAO please confirm that the present GAO AutoCAD files will not require field verification and updates under this contract?

No field verification/updates under this contract.

38. Will GAO please confirm that all AutoCAD drawings are AutoCAD V2020 or newer? Newer.

39. Will GAO please confirm that the GAO AutoCAD .DWG files have been already been accurately polylined, captured to the individual room level, applying an industry measurement standard such as BOMA?

Yes.

40. Will GAO please identify the reference for BIM/Revit and which facilities are in BIM/Revit format?

There are no facilities in BIM/Revit format.

41. Will GAO please confirm that stakeholder involvement will be crucial in the support of this specific task to provide guidance to the data relevance and accuracy (SOW Section 5.5.3)?

Yes.

42. Will GAO please clarify the 3-day training objective? Is this simply an allocation of time to be applied to specific training sessions, other than system administrator, or an all-inclusive, all hands training for the 20 end users?

Training expectations are all inclusive, all hands training as detailed in SOO Section 5.6.1. The 3 day time period can be spread out as long as it is completed within base year.

43. Will GAO please confirm the training venue - onsite HQ, remote/VTC?

Preferable virtual but may be a need to go on site as well.

44. Will GAO evaluate a training program that best aligns to the functional requirements? Is GAO open to negotiating to tailor a training solution that best suites the GAO IWMS deployment, or do we just meet this compliant task?

GAO will evaluate the training program to determine if it meets or exceeds the requirements detailed in the SOO Section 5.6.1

45. Does GAO have any required SLAs to incorporate into the support criteria?

Yes, the information that is listed in SOO Section 5.7 should be included in SLA.

46. Is GAO open to negotiate a mutually agreeable user acceptance testing process that is progressive in nature with components that are based on the staged solution delivery vs all at once?

No.

47. Is GAO requiring multiple instances of the SaaS solution, for example Production, Test, Development, Disaster Recovery, etc. to meet internal GAO security requirements?

Yes.

48. Will GAO provide a single stakeholder POC for this section, or will there be numerous stakeholders involved by function (SOW Section 6)?

Yes there will be numerous stakeholders involved as well as GAO Project Manager.

49. Will GAO please provide the GAO records management policies referenced (SOW Section 6.4)?

Yes, the policy is GAO Records Retention Schedules of 2015.