Attachment 1 - NIST_Facilities_SOW - Amend 0001.pdf

U.S. Department of Commerce

National Institute of Standards and Technology

Facilities Management System (FMS)

Solution Licenses and Implementation

Support Services

Statement of Work

Table of Contents

I. Background

Background

OFPM’s Needs

II. Objectives

A. Business Objectives

B. Technical Objectives

C. Security Objectives

D. Management Objectives

E. Migration Objectives

III. Scope of Work

IV. Environment

V. Specific Tasks

A. Project Management Support

B. Functional and Technical Process Mapping

C. Application Design, Configuration, Testing, & Implementation

D. Training

E. Security Documents

F. Steady-State Phase

VI. Period of Performance

VII. Place of Performance

VIII. Risk Level

IX. Travel

X. Key Personnel

XI. Requirements

Solution Technical Requirements

XII. Government Furnished Equipment/Government Furnished Information

XIII. Accessibility

XIV. Inspection and Acceptance

XV. NIST Visitor and Contractor Protocols for Mitigating COVID-19 Exposure

I. Background

Background The National Institute of Standards and Technology (NIST), Office of Facilities and Property Management (OFPM), is seeking to acquire a Facilities Management System Software as a Service (SaaS). The NIST mission is to promote

U.S. innovation and industrial competitiveness by advancing measurement science, standards, and technology in ways that enhance economic security and improve quality of life. To successfully achieve its mission, NIST requires fully operational facilities containing working laboratory and other research equipment.

The mission of OFPM is to advance NIST’s mission success by planning, building, operating, maintaining, and servicing facilities that provide a safe, secure, and sustainable environment. OFPM controls facility management functions and services to ensure NIST has facilities and other equipment that are up to code and fully operational.

Obtaining a modern Facilities Management software is an initiative for OFPM to achieve its mission.

OFPM is responsible for all NIST facilities management operations, including design and construction work, across multiple sites with 90 buildings covering approximately 4.6 million gross square feet. These sites include two major

NIST campuses in Gaithersburg, Maryland and Boulder, Colorado, as well as the two other sites in Fort Collins, Colorado and Kauai, Hawaii.

• Personnel in Gaithersburg, MD are only responsible for facility management functions in Gaithersburg.

• The Gaithersburg site supports 61 buildings spanning across 3.6 million square feet

• Personnel in Boulder, CO are responsible for all activities across the Boulder, Fort Collins, and Kauai sites.

• The Boulder sites support 29 buildings in Boulder, Fort Collins and Kauai sites, spanning 1 million square feet

OFPM’s Needs NIST OFPM seeks a SaaS Facilities Management solution that provides both Enterprise Asset Management (EAM) and embedded Enterprise Resource Planning (ERP) capabilities in one tool that meets industry best practices. This comprehensive solution will enable NIST to plan and manage daily operations, execute project management and preventative maintenance activities (Work Management, Labor Management, Inspection Management, Materials

Management, Operations Intelligence, Construction Project Management, Asset Management and Preventative

Maintenance) transforming the way Facilities Management is conducted at NIST. The dual capabilities of the solution will support OFPM’s objective to manage full life cycle processes and enable NIST to identify process gaps or inefficiencies, mitigate operational risks and manage costs.

The cloud-based Facilities Management SaaS solution must:

▪ Provide features, functionality and capabilities that meet industry performance standards, and utilize best practices, including robust mobile capabilities

▪ Provide Mobile Capabilities to create, manage and access work orders from smartphones & tablets with the ability to add or access stored pictures, documents, manuals & drawings

▪ Offer the necessary redundancy, resiliency, and contingency capabilities to ensure service availability that meets NIST’s needs

▪ Provide a secure information system environment that complies with all required federal regulations and

NIST specific security requirements

▪ Leverage standard commercial service offerings that will require minimum software and/or service development work

▪ Ensure data portability to another cloud platform upon contract completion/termination

Ultimately, the Facilities Management system will meet industry performance standards, offer the necessary redundancy and contingency features to provide success in planning, building, operating, maintaining, and servicing

NIST supported facilities. This Statement of Work (SOW) outlines NIST’s requirements for a Facilities

Management System.

II. Objectives

A. Business Objectives NIST is seeking to acquire a cloud-based Facilities Management SaaS solution and services to modernize Facilities

Management operations and support meeting the requirements described below:

• The solution provides availability from multiple sites geographically separated in different regions to ensure on-going operational viability if one or more of the contractor’s hosting facilities is offline. The

Government requires failover capability among sites such that access to services and data is continuous.

• Service shall provide at a minimum 99.9% guaranteed availability (including scheduled downtime) for all offered features and functions

The key objectives are illustrated below in Figure 1.

FIGURE 1: OBJECTIVES

B. Technical Objectives The technical objectives of this procurement are to obtain the latest version of a Facilities Management System SaaS from a commercial provider of Facilities Management software and services which shall at minimum include capabilities for Work Management, Labor Management, Inspection Management, Materials Management, Procurement Management, Construction Management, Asset Management, Preventative Maintenance, and Mobile

Capabilities.

▪ Work Management: provide automatic routing process for reviewing and approving work orders while maintaining electronic work order file and associated documents for audit trail

▪ Labor Management: provide labor projections with scheduling and assigning task(s) to appropriate employee(s). System shall provide resource availability and personnel administration;

▪ Inspection Management: conduct, assign, and track site inspection using checklists to ensure accountability and not miss steps;

▪ Materials Management: ability to manage spare parts and inventory levels at multiple sites. System shall track and manage vendor purchase orders and supplies;

▪ Procurement Management: ability to provide an ordering module to generate estimates and pre-procurement activities such as tracking/reconciling credit card/bank card purchases, Purchase

Requisition (PR), Purchase Orders (PO's) and compiling the results;

▪ Operations Intelligence: configurable dashboards to provide real-time information and reports. System shall track KPIs such as Mean Time to Repair, Mean Time Between Failures & more;

▪ Construction Project Management: increase project efficiency and accountability by providing streamlined project communication and documentation. Collaborate on projects by viewing documents, schedules, and drawings and provide real time data flow between the EAM and ERP components;

▪ Asset Management: tag and scan assets for easy reporting. System shall contain maintenance manuals as reference data and be able to report downtime on an asset or work order;

▪ Preventative Maintenance: establish proper maintenance plans for assets including necessary labor and material resources; and

▪ Mobile Capabilities: Create, manage and access work orders from smartphones & tablets with the ability to add or access stored pictures, documents, manuals & drawings.

C. Security Objectives The SaaS (cloud-based) Facilities Management System must meet the requisite security and privacy controls that are compliant with security requirements defined by applicable federal laws, regulations, policies, and standards (e.g., the Federal Information Security Management Act (FISMA), OMB Circular A-130, and FIPS Publication 200), and requirements in accordance with the NIST FMS SOW.

The SaaS solution must have a FedRAMP authorization at the moderate level [Proof of evidence must be shown through a FedRAMP ATO letter]; OR

The Contractor and SaaS solution must have an Assessment and Authorization (A&A) at the moderate level as it relates to the security requirements set forth in FISMA, resulting in a Federal Agency Authority to Operate (ATO)

[Proof of evidence must be shown through an ATO signed by the issuing Federal Agency], and must be able to produce a complete assessment package that NIST can review – the Contractor must confirm that the issuing Federal

Agency has given permission to allow NIST to review the assessment package. If the Contractor is using subcontractors, each party that will store, process, transmit, or have any type of access to the Government information shall have the above stated authorization at the moderate level. OR

The Contractor and SaaS solution must meet the equivalent to security and privacy controls compliant with security requirements defined by applicable federal laws, regulations, policies, and standards (e.g., the Federal Information

Security Management Act (FISMA), OMB Circular A-130, and FIPS Publication 200), and requirements in accordance with the NIST FMS SOW. The contractor demonstrates compliance via third-party assessments (e.g., SSAE, PCI) and/or responses to NIST special publication control set SP 800-171. If the Contractor uses subcontractors, each party that accesses, stores, processes, or transmits the Government information shall also meet the above.

Post contract award, the Government will perform a security assessment on the system for a local ATO, required for go-live, and for continuous monitoring thereafter. The Government will determine the risk rating of any identified vulnerabilities. The Contractor shall work with the Government in a timely manner in remediating any identified risks or findings as a result of these Federally mandated annual IT security assessments.

D. Management Objectives The management objectives of this procurement are to obtain a cloud-based Facilities Management System SaaS that delivers cost effective, responsive, and efficient management and customer support that:

▪ Reduces the government’s burden related to the management of a Facilities System

▪ Allows for real-time information flow between EAM and ERP via dashboards and reports

▪ Offers comprehensive, meaningful, timely and self-explanatory invoices for services

▪ Establishes a Service Level Agreement with agreed-upon service level objectives and consequences for failing to meet them

E. Migration Objectives The migration objectives are to conduct a seamless and expedited migration from the current Facilities Management

Systems to a cloud-based SaaS Facilities Management System with minimal service disruption to day-to-day business operations, while ensuring data security, integrity, and availability:

▪ Plan and conduct data migration from the current environment to the new environment, preserving data integrity and with minimal disruption to the user.

▪ Establish an efficient and feasible data migration plan in collaboration with the NIST technical teams to conduct the data migration ensuring transition to stable daily operations.

▪ Develop an executable exit strategy that would allow data portability to another solution or cloud platform upon contract completion/termination and that demonstrates transition readiness.

III. Scope of Work The overall scope of this acquisition is to provide a cloud-based Facilities Management System SaaS for NIST. The resulting contract will include all Facilities Management and support services required to transition, deploy, operate, maintain, and safeguard the operation of the NIST facilities environment. The effort includes all necessary activities to configure, implement, manage, and support a system that meets NIST’s facilities management requirements.

The Contractor shall provide full Implementation Services to customize and deploy the system for use at

Gaithersburg, MD and Boulder, CO NIST campuses. The Contractor, working with NIST stakeholders, shall assess and reengineer business processes to more effectively utilize capabilities of the new system. The Contractor shall develop a plan to track and implement NIST requirements using a mechanism, such as a Requirements Traceability

Matrix (RTM), to ensure traceability through testing and implementation.

The Contractor shall integrate the new FMS SaaS with other NIST business systems, including but not limited to facilities management, service management, financial, and HR systems.

The Contractor shall migrate data from all facilities systems that support the current OFPM functions to ensure historical data capture. The Contractor shall fully test the system to ensure it meets user requirements. The

Contractor shall also provide hands on training to ensure users understand how to use the system.

The Contractor shall provide the proposed product to NIST as a fully managed service inclusive of licensing, hosting, Operations and Maintenance, and user support. The Contractor shall host the system in a FedRAMP-certified or equivalent cloud platform environment. The Contractor shall provide Operations and Maintenance support to ensure the application continues to function as designed. To ensure continued use of the system, the

Contractor shall provide user support services including help desk, and incident response.

The Contractor shall provide Project Management services to manage tasks throughout the life of the Contract.

This includes coordination support, creation of project plans and schedules, preparation of project briefings for senior leadership, creation of project Software Development Lifecycle (SDLC) documentation, and preparing project status reports

IV. Environment OFPM is responsible for all NIST facilities management operations across multiple sites. Over time, the relative independence of the organizations responsible for operating the two campus sites has resulted in a deviation in how facility management processes are conducted, and resulted in multiple, non-shared systems that support those facility management processes. Currently, Gaithersburg handles most of its facilities management related functions using IBM Maximo, whereas Boulder staff complete most of its facilities management related functions using a custom-developed system named the Job Tracking System next generation (JTSng). Also, while Boulder does use

IBM Maximo in support of several of its functions, the staff uses an entirely separate instance of IBM Maximo from that of Gaithersburg.

Disparities in how the two sites have evolved have resulted in inefficiencies in the way that both locations complete facility management processes and have also resulted in wasted resources to maintain multiple systems (and multiple instances of the same system), which provide redundant capabilities. NIST aims to modernize its Facilities

Management processes through standardizing processes and systems across NIST sites, using a single common platform, and providing for a more customer-centric interface to OFPM services.

Maintenance for the buildings and structures across sites is managed through work orders (WOs), which are used to track different types of upkeep required to ensure that buildings and structures across campuses are operational and up to code. OFPM tracks several different types of work orders to categorize the different types of work it performs to maintain its buildings and other assets across its sites. These types of work orders include:

Reimbursable Work Orders – These work orders are for general services such as painting and carpentry.

Preventive Maintenance (PMs) – These work orders are for pre-scheduled maintenance to ensure that assets are kept functional based on best practices. Most assets installed in buildings should be accompanied by a schedule that identifies maintenance activities and when they should be performed to keep assets from breaking down or deteriorating.

Maintenance Slips (M-slips) – These are service requests that are entered by customers or Facilities personnel.

Emergency Work Orders - An emergency work order is generated when an unscheduled breakdown occurs, and an asset needs to be repaired right away. An emergency work order is used to record and track any reactive work performed that was not planned beforehand.

Corrective Work Order - Corrective work orders arise during scheduled PMs or while employees completing work order identify other issues. If an engineer or other field employee is completing work for a PM or other work order and identifies additional problems with an asset, then he or she will submit a corrective work order, identify the materials necessary, and then fulfill the work necessary to complete the corrective work order.

Project Work - Project work refers to new construction, renovations and modernization projects.

Work order tracking from the initial work order request, through the completion of the work necessary to resolve the request, is managed by two primary systems at NIST – IBM Maximo and the JTSng. Procurement related to facilities management refers to purchase requests (PRs), which are used to purchase all materials necessary to complete work orders, including general work orders, maintenance slips, preventive maintenance work orders, and corrective work orders. Boulder PRs are entered into JTSng, Gaithersburg PRs are entered into an in-house application called, Plant Other Objects.

All real property assets such as buildings and HVAC systems are currently tracked within IBM Maximo. Only the depreciation of real property assets is tracked outside of Maximo using the Sunflower Personal Property

Management System. Though real assets are currently tracked in IBM Maximo, there are currently no capabilities in place for a geographic information system (GIS) component to manage asset locations, or a warranties/claims component that tracks information to determine if an asset is still under warranty when performing a work order.

Staff currently use the FM: Interact system for space management. All buildings are listed within the system, which tracks building name, building number, square feet for each building, and space as defined by Department of

Commerce specifications. The underlying database for FM: Interact is linked to the AutoCAD tool, which allows an individual the ability to make direct changes to a building floor plan so that space layouts can be managed.

IBM Maximo serves as the primary system used in support of work management and work orders as well as other facilities management related functions including:

▪ Asset management tracking for real property, where assets are tracked along with asset locations and preventive maintenance schedules.

▪ Materials management functions including warehouse management, inventory control, serial number/barcode tracking, issuing, and receiving.

▪ Procurement capabilities including requisitions and purchase orders necessary to obtain materials to be used in completion of work orders

▪ Financial capabilities including general ledger, labor transactions, inventory transactions, material transactions, deferred income, and capitalized work in progress (CWIP).

The IBM Maximo system deployed in Boulder is a separate instance from that of Gaithersburg. The system is currently used in a limited capacity by Boulder staff in support of preventive maintenance work orders and as a ticketing system for maintenance slips.

The JTSng system operates as Boulder’s primary work management system and supports approximately 60 users across Boulder and the two off-site locations. The JTSng system includes the following:

▪ Work Orders, which track the life cycle of a work order (initiation through completion of the work)

▪ Procurement used for placing purchase requests for materials necessary to complete the work associated with work orders

▪ Timekeeping to track time completed against work orders by Boulder staff

▪ Labor Utility which is used to update work orders retroactively based on wage rates for employee pay increases, allowing Boulder to track costs associated with work orders

Systems Overview: Below is a list of applications that NIST currently uses to support the Facilities management activities at NIST.

System Name Location Description

Maximo MD, CO Maximo is a Facilities Management software system used for Work Order tracking, Maintenance Slips, Preventative Maintenance (Operation and

Management), Inventory Management (Storeroom) and Asset Management.

At the Boulder site, Maximo is a separate instance used in limited capacity.

The Facilities Management system will replace this system at both sites.

The Job Tracking

System next generation

(JTSng)

CO JTSng operates as Boulder’s primary work management system. The

Facilities Management system will replace this system.

Plant Other Objects

System

MD

Plant Other Objects is an application used to generate requisition numbers and capture charges for contracts and credit card purchases. The Facilities

Management system will replace this system.

Builder MD, CO Manages facility deficiencies and consolidates a building’s many individualized smaller component lifecycle and missed maintenance curves to produce building “in toto” curves and overall building condition index

(BCI). Currently not integrated into the current FMS, but opportunities exist for future integration to track Work Orders associated with identified deficiencies.

System Name Location Description

4Clicks CO, MD Estimating tool used by OFPM CORs/Project Managers for facilities maintenance, construction and repair projects.

Integration Overview: Below is a list of applications that NIST Facilitates management team currently uses as integration points. Note that these applications may be an automated interface or manually used.

System Name Location Description

Central People Repository

(CPR)

MD CPR is the source system for NIST personnel. The solution shall establish an interface with CPR (Oracle DB) to retrieve personnel data to be used with work orders, purchases, and labor reporting.

Commerce Business

System (CBS)

MD

CBS is the primary financial system for the Department of

Commerce. Currently batch processes are used as a means to interact with this application.

CSuite MD

CSuite is the official purchase order and procurement system used by

NIST. Information flows to/from CSuite and Maximo via flat file transfer through Informatica.

ServiceNow MD, CO ServiceNow is NIST’s service management and ticketing system. An API interface gets the new work order requests into Maximo. Both the systems exchange status updates, cost estimates ad authorizations, work logs and comments via API interface.

WebTA MD

WebTA is the official timekeeping system used by NIST. A flat file is generated at the end of pay period from Maximo and HR Admin uploads that file to WebTA.

V. Specific Tasks The contractor shall deliver approximately 260 user licenses for a SaaS Facilities Management System and perform migration services. The 260 user licenses should include all OPFM staff that will require access to the application.

The Contractor shall conduct an analysis and confirm the licensing needs for NIST. This analysis shall be conducted as part of the Business Process Reengineering (BPR).

The Contactor shall provide development, testing, training and production environments to support the SaaS

Facilities Management System at NIST. The contractor shall analyze OFPM needs and provide a cost analysis of the different environments.

The base period will consist of service implementation, and migration from the current IBM Maximo systems and

JTSng system to the new Facilities Management System and operation of the new service during the remainder of the period. The option periods will consist of continuing operation and maintenance of the new service.

The contractor shall perform the following tasks:

A. Project Management Support The Contractor shall provide project management technical support according to best practices associated with the

Project Management Institute (PMI) Project Management Body of Knowledge (PMBOK) including, project/system development from inception to implementation support as it relates to Software Development Life Cycle (SDLC) and/or production support, as requested by the Contracting Officer Representative (COR). This includes the leadership management and oversight of all activities performed by Contractor personnel to satisfy the identified requirements. The Contractor shall provide management and technical support to assist the Government in the management and control of this project. Support shall include but is not limited to the following:

a. Facilitate an onsite and/or virtual kick-off meeting (to be determined after award) to, at a minimum, meet relevant NIST personnel, review and discuss the scope of work, review deliverables and delivery schedule.

The Contractor shall provide an agenda, presentation, Contractor Project Organization Chart, and meeting minutes. Create and maintain the project plan that outlines the key project parameters and details the planned approach to the project. The project plan shall outline processes addressing milestones, key deliverables, work breakdown structure, project schedule, risk and communications to include the FMS and all its integration partners. The Contractor shall propose and execute schedules that align with communicated business priorities, monitor deadlines, and communicate progress and project schedule risks to the COR. The

Contractor shall prepare project status reports for the COR, NIST Project Manager and upper management.

The Contractor shall maintain and review project/system schedules and report immediately to the COR and

Contracting Officer (CO) when any deliverables will be late to the mutually approved delivery schedule between the Contractor and NIST.

b. The Contractor shall coordinate with NIST and all integration owners, as appropriate, to ensure project tasks are completed on time and on budget for system implementations. The Contractor, with the NIST

Team, shall guide the project team and execute activities in the implementation project plan. The

Contractor shall respond to new customer requirements, and business and IT requests for change while maximizing value and reducing incidents, disruptions, and re-work. The Contractor shall follow a change management process to enable beneficial changes to be made with minimum disruption to IT services. The

Contractor shall manage all contractor performance activities that will include weekly status meetings.

c. The Contractor shall schedule and facilitate weekly touch base meetings/teleconferences with the NIST

COR and project team. Agenda items shall include, but are not limited to, status of each task from the project plan, review of issues, risks and mitigation strategies, requirements clarification, invoice status updates, and shall be circulated prior to the meeting.

d. The Contractor shall prepare Weekly Project Updates that detail accomplishments, schedule updates, and risks/issues. For all meetings and activities, the Contractor shall provide meeting agendas, action items and minutes for approval by the COR.

e. The Contractor shall present project briefings and make changes to project deliverables as required after

NIST review.

f. The Contractor shall be responsible for preparing and distributing an action item log with key decisions and action items after the meetings.

g. The Contractor shall develop all appropriate Software Development Life Cycle (SDLC) documentation as the project progresses through the development lifecycle.

h. The Contractor shall assist the COR and the NIST Project Manager with executing activities throughout the contract

i. The Contractor shall manage all license and agreements that are near their expiration date to ensure the operations of the Facilities Management System continues to run smoothly without a disruption of service

Deliverables The following are deliverables required under this task:

*All days are business days based on the Federal Gov’t calendar.

No. Title Description Date Due*

A1.

Kick-off meeting

& Contractor

Project

Organization

Chart

PowerPoint Presentation of the overview of the project. The Contractor Project Organization

Chart is a document detailing the list of Project

Roles and Responsibilities.

Within 15 business* days after

NIST onboarding to allow for scheduling and coordination

(Base Period)

A2. Project Plan Document that monitors the status and updates of all tasks and deliverables in the Software

Development Life Cycle (SDLC) of this contract.

Initial Project Plan due 15 days* after the kick-off meeting and monthly status updates thereafter or as required by the COR or the

PM

No. Title Description Date Due*

(Base Period and Option

Periods)

A3. Monthly Activity

Report

Using an agreed upon format, Contractor shall provide a report showing each resource activities for the month. This shall include an updated project plan, a Microsoft Word document detailing progress, and a risk log from the last submitted status.

By the 3rd business day of each month.

(Base Period and Option

Periods)

A4. Weekly Status

Meetings and

Action Items Log

Prepares, track, and facilitate the weekly status reports and the Action Items log to all decision making and notes to management

2nd day of each week after start of the project

(Base Period and Option

Periods)

A5. License

Maintenance

Document

Document that shows all licenses and agreements expiring that will impact the operations of the

Facilities Management System

Annually (Base Period and

Option Periods)

A6. License

Maintenance

Expiration

Reminder

Email notification reminder 60 days before a license or maintenance contract is about to expire

60 days before a license or maintenance contract is about to expire

(Option Periods)

B. Functional and Technical Process Mapping The contractor shall conduct a system evaluation of the current NIST Facilities Management System and its integration points and provide a Functional and Technical Process Mapping:

• The Contractor shall submit a Preliminary Design Review Report (PDRR). The PDRR shall include, at a minimum, a review of artifacts, reports and data and interviews with key personnel, managers, finance and technical staff.

• The Contractor, with the NIST team, shall conduct business process reengineering activities and submit future state functional process maps that include configurations needed to meet the requirements identified in Section VII to support the Facilities Management System.

• The Contractor, with the NIST team, shall submit a future state technical process map that includes all technical configurations and integration points needed to meet the requirements identified in Section VII to support the Facilities Management System.

Deliverables:

The following are deliverables required under this task:

*All days are business days based on the Federal Gov’t calendar. All of the following deliverables are expected in the base period of the contract.

No. Title Date Due B1. Preliminary

Design Review

Report (PDRR)

Documentation of a system evaluation of the current Facilities Management System and its integration points

40 business days after the kick off meeting

B2. Future State

Functional

Process Mapping

Document of all functional requirements to support the new FMS

90 business days after the kick

B3. Future State

Technical Process

Mapping

Document of all technical and its integration requirements to support the new FMS

90 business days after the kick

C. Application Design, Configuration, Testing, & Implementation Based on the functional and technical process mapping of the future state, the Contractor shall design, plan, develop/configure, test and implement the changes to the Facilities Management System. The Contractor, with the

NIST team, shall finalize a technical design document, migration plan, and implementation plan. The support provided by the contractor shall include, but is not limited to, the following:

• Provide a Technical design document that provides all components and specifications required to support the future state solution and ensure that the business and technical requirements of the design are satisfied.

• Provide a Migration Strategy Plan that describes how the information in the current systems will be prepared and migrated into the FMS. The Contractor, with the NIST team, shall determine the data that is included in the migration, and provide a mapping of the field level data elements from each record to be migrated. The data shall include all Open and Active Work Orders, as well as any foundational records including all assets, storeroom inventory, etc.

• Develop, configure, and unit test software changes as required to meet the future state of FMS.

• Provide and execute the Implementation Plan that describes all actions necessary to ensure the success of the FMS. This shall also include a System Integration Plan that displays the capability to implement integration and application program interfaces (APIs) as necessary for all items listed in the System

Integration Requirement section. This shall also include, but is not limited to, providing the details on the schedule, approach, resource planning, systems integration, data conversion, testing and deployment activities necessary to deploy the system to production successfully. This plan shall confirm the accountability, authentication, auditing and reporting requirements.

• Provide on-site support of management, administration, and technical activities for the Gaithersburg and

Boulder locations.

• Conduct Test Readiness Review to ensure that end-to-end testing is performed showing that the system operations as expected and: (i) meets all user requirements; (ii) integrates with NIST and DoC systems; (iii) ensures all data was migrated successfully; and (iv) meets Section 508 and NIST Security requirements.

• The contractor shall validate tests and shall assist with User Acceptance Testing activities for the initial go-live deployment. During these activities, the contractor shall confirm that the requirements defined in the technical design documents are met by the new application.

• The Contractor shall perform testing on all post implementation system upgrades, patches and change releases and shall assist with User Acceptance Testing activities, and any necessary regression testing to ensure continuity of operations with integration points for any planned/necessary upgrades of the application.

• The Contractor shall coordinate activities that will include, but are not limited to, developing test plans, developing test scripts, preparing the testing environment and test data, executing the test scripts, documenting testing results, and tracking; troubleshooting; and resolving test issues.

Deliverables The following are deliverables required under this task:

*All days are business days based on the Federal Gov’t calendar. All of the following deliverables are expected within the base period

No. Title Date Due C1 Technical Design

Document

Technical design of all components and specifications required for the new FMS

40 business days after the receipt of the Future State

Technical Process Mapping

C2 Migration

Strategy Plan

Documentation of how data and information will be entered into FMS

40 business days after the receipt of the Future State

Technical Process Mapping

No. Title Date Due C3 Implementation

Plan

Documentation of all activities to support the implementation of the FMS to include details on the schedule, approach, resource planning

40 business days after the receipt of the Future State

Technical Process Mapping

C4 Test Readiness

Review

Documentation of tests to be performed to demonstrate progressively that the system is ready for installation and User Acceptance Testing

(UAT) prior to production implementation

Determined per approved

Project Plan schedule

C5 Testing Plan Document describing software testing scope and activities

40 business days after the receipt of the Future State

Technical Process Mapping

C6 Implementation Ensure all activities in the Implementation Plan are successfully executed

Determined per approved

Implementation Plan but no later than 18 months after contract award

C7 Migration Ensure all activities in the Migration Plan are successfully executed

Determined per approved

Migration Strategy Plan but no later than 18 months after contract award

C8 Testing Ensure all activities in the Testing Plan are successfully executed

Determined per approved

Testing Plan but no later than

18 months after contract award

C9 Training Ensure all activities in the Training Plan are successfully executed

Determined per approved

Training Plan but no later than

18 months after contract award

D. Training The Contractor shall provide comprehensive training and documentation to ensure that OFPM staff are well equipped to use the new system. The Contractor shall plan, coordinate, and deliver hands on, in-person training in

Gaithersburg MD, and Boulder CO for approximately 250-300 OFPM management and staff. The Contractor shall prepare training and manage all training related materials and provide User and Administrator training to include the following:

▪ Training plan describing the detailed approach, methods and plan for delivering training to managers, users and technical support staff. The Plan shall, in consultation with NIST COR, identify users who shall require training, identify methodology and frequency/recurrence and identify required Help Desk support functions. The contractor shall produce the standard operating procedures and technical training documents needed to ensure proper system operations and support. System awareness and rules of behavior shall be integrated into the delivery of training and shall be developed in coordination with appropriate NIST IT Systems security personnel.

▪ Functional and technical training documentation and knowledge transfer sessions for all FMS system components. Documentation shall include but is not limited to:

o Step-by-step process instructions o Standard Operating Procedures o General System Administration o Technical Configuration o Troubleshooting Procedures

Deliverables The following are deliverables required under this task:

*All days are business days based on the Federal Gov’t calendar. All of the following deliverables are expected in the base and option period of the contract.

D1. Training Plan Documentation of all training activities required to support the implementation of the FMS, including number of different training modules based on roles and approximate number of sessions needed based on staffing analysis.

40 business days after the acceptance of the Future State

Technical Process Mapping

D2. Training

Materials

All training materials used during all training sessions

Determined per approved

Project Plan schedule

D3. Hands-on, On-site Training

The contractor shall provide training sessions to ensure 80% of staff receive training prior to go-live. The contractor shall allow for follow-up training sessions for 6 months after go-live.

The contractor shall provide the agreed upon training sessions outlined in D1 Training Plan.

Determined per approved

Project Plan schedule.

E. Security Documents The Contractor/SaaS Provider shall comply with FedRAMP/FISMA and/or third-party assessments (e.g., SSAE, PCI) and/or responses to NIST special publication control set SP 800-171 requirements as mandated by Federal laws, regulations, policies, and standards including making available any documentation needed to support this requirement. The security authorization package shall include but is not limited to: system security plan, security assessment plan, security assessment report, privacy impact assessment (PIA), system contingency plan, plan of action and milestones (POA&M), and continuous monitoring activities.

Additional information may be required in the authorization package at the request of the Government.

F. Steady-State Phase After the successful full implementation, the Contractor shall support all steady-state operations of the cloud-based

FMS SaaS. The Contractor shall provide full-service operations and maintenance support to ensure optimal functioning and performance of the application required to maintain Service Level Agreements (SLAs). This includes monitoring application performance, performing patching and repairs, and maintaining change control. The

Contractor shall support specific activities including performance monitoring, patching and repairs, configuration management; and scheduled releases.

In addition to meeting FedRAMP requirements the Contractor shall maintain the following service levels:

• Availability: The hosted solution must maintain a 99.9% Monthly Uptime Percentage

• Performance: The hosted solution must maintain responsiveness for up to 176 260 users

• Disaster Recovery: The solution’s Recovery Point Objective (RPO) and Recovery Time Objective (RTO) must be sufficient to meet the 99.9% Monthly Uptime Percentage requirement.

• Data: All data shall remain property of NIST and shall not be hosted outside of the continental United States.

The Contractor shall host the system in a NIST-accredited data center. The Contractor shall work with NIST information services management and its relevant Contractors to identify the appropriate hosting resources. The system shall have three functional environments: development, testing, and production.

The Contractor shall provide user support services including help desk, incident response and resolution support to ensure the product(s) implemented under this contract are able to be used effectively by NIST. The Contractor shall be responsible for all support activities associated with the product(s) procured under this contract including customer help desk; incident response; coordination with other contractors; notifications; and change management.

The contractor shall provide 12 months of post-go-live onsite support on the Gaithersburg campus with virtual support to the Boulder campus when the project is successfully implemented into the production environment and continue providing the support off-site after the initial 12 months. The Contractor shall provide a support plan for the initial 12-month period of on-site support.

• Customer Help Desk – The Contractor shall offer phone support during the hours of 7:30 am – 5:30 pm ET, Monday through Friday to end users and track all support requests, and supply a status as needed.

Acknowledgement of request within 3 hours of receipt; Resolution within 3 business days. Should the same type of trouble ticket recur several times, the Contractor shall analyse the issue and recommend a solution.

• Incident Response – The Contractor shall define and present an ongoing support model, including clear processes for escalations, interactions, resolutions, and application/tool usage. The Contractor shall provide remote 24x7 critical incident response support. Acknowledgement of request within 3 hours; Resolution within 3 business days.

• Notifications – The Contractor shall support global support communications such as Emergency Outage, Planned Maintenance, Issue, Application Release/Update/Patches, and General Information notices. The

Contractor shall provide a calendar of planned outages and application releases. The Contractor shall schedule planned outages and releases outside of normal business hours, and communicate the outages within

10 business days of event. NIST will identify the appropriate communication types.

• Change Management – The Contractor shall provide application support related to change management to ensure continuity of operations including but not limited to regression testing, process changes and other technical or security changes.

• On-going Training – The Contractor shall provide Annual Refresher training for existing users which will provide an overview of the application, roles and functionalities. The Contractor shall also provide New User training for new users two times a year. The Annual Refresher and New User training shall be tailored for the specific user role(s) and allow for hands-on experience. These trainings will be recorded by the

Government and posted on the NIST website.

Deliverables All of the following deliverables are expected in the option periods of the contract.

F1. Performance

Report

Documentation of all activities, issues, and performance time periods used to resolve them

3rd day of each month after production

F2. Standard

Operating

Procedures

Updates to any SOPs impacted by changes of the application after production

As new changes occur

F3. Planned Outage

Calendar

Calendar of planned outages, upgrades, application releases planned

Per agreed upon timeframe

(yearly, quarterly, monthly)

F4. On-Site Support

Plan

Documentation of post go-live support including schedule and staffing.

Determined per approved

Project Plan schedule

F5. On-going

Training

Documentation of Annual Refresher and New

User training including schedule and materials

Per agreed upon timeframe

VI. Period of Performance The period of performance shall include a base period of 18 months from contract award with three (3) consecutive, one-year option periods. The total potential period of performance, should all options be exercised, is four and a half

(4.5) years.

• Base Period (18 months): Implementation

• Option Periods 1-3 (12 months): Operations & Maintenance

VII. Place of Performance All hosted Facilities Management services shall be delivered from the Service Provider’s location. The primary place of performance for all migration efforts and training shall be performed on-site at the NIST Gaithersburg, MD.

There is currently limited access to the campus due to the COVID-19. The contractor will be authorized to work remotely until the campus is reopened. Support is expected to be performed on Government Site to the max extent practical and remote support shall be provided from within the US.

VIII. Risk Level The work to be performed under this TO is IT Moderate Risk.

IX. Travel No Travel is anticipated for this requirement at this time due to COVID. Travel to/from the primary place of performance at NIST Gaithersburg, MD will not be reimburse. Travel to the NIST campus located in Boulder, Colorado is expected for training and support after the pandemic. A modification will be issued by the Government to include additional Travel information.

X. Key Personnel The below positions will be considered as the key personnel on this contract:

Role Description Experience

Program/Project

Manager

Program/Project Manager will serve as the management representative for the overall management and completion of assigned tasks for the project. Project

Manager is responsible for planning and execution of the software development lifecycle for application development, design, testing and implementation of the

SaaS product.

At least 5 years of experience in project management and Agile methodology experience;

Bachelor’s degree (required); PMP

Certification (required); SCRUM Master

Certification (preferred)

Senior Systems

Engineer

Systems Engineer provides technical support in the system architecture, system design, system integration, and technical management. the system engineer will provide technical input to the systems engineering process. Leads team in developing application and technical plans.

At least 5 years of experience; Bachelor’s degree; at least 5 years of experience in

Proposed SaaS solution Application;

certified experience with large SaaS implementations with proposed SaaS solution , government clients, integrating with 3rd party solutions and mobile solution

Senior Architect The senior Architect provides the requirements of the system architecture.

Takes the program requirements and creates an architecture vision and provides a solution to the requirements.

5 years of Application experience with large Proposed SaaS product implementations; Bachelor’s degree;

Process Engineer Define, implement and maintain business processes and procedures to meet business objectives. Analyze and identify opportunities for business process improvements. Develop initiatives for continuous business process improvements.

Minimum a Green Belt holder in Lean Six

Sigma; At least 5 years of experience in quality or business process engineering;

previous experience working with CAD and AutoCAD

XI. Requirements

Solution Technical Requirements The contractor shall provide a cloud-based Facilities Management solution that provides both EAM and ERP functionality and aligns to the following essential functional characteristics as described below, or as identified during the BPR phase of the engagement:

Work Management Requirements

• The solution must be able to track and process several types of work orders including General Work

Orders, Preventive Maintenance, Maintenance Slips, Emergency Work Orders, Corrective Work Order, and

Project Work.

• The solution must have an automatic routing process for reviewing and approving work orders.

• The solution must have the ability to keep an electronic work order file, including the ability to upload documents associated with the work order, and provide an audit trail that includes version control and history logs.

• The solution must have the ability to record electronic signatures.

• The solution must maintain roles, permissions and delegation.

• The solution shall provide the ability to schedule work orders and preventive maintenance.

• The solution shall support sending email notifications to technicians about new work orders.

• The solution shall track information at the work order level including planned and actual labor, as well as planned and actual materials.

• The solution shall allow users to build a job cost estimate for work orders.

• The solution shall have the ability to display an activity log for a work order and display complete and incomplete tasks.

• The solution provides…