Attachment 6 - Responses to Questions-FINAL.pdf

Attachment 6: FM Implementation Support Services Responses to Questions Received

Q # Document Name Page Section Question/Comment/Suggestion Response

1 Appendix A - NIST OFPM Operations Overview 2

1. Office of Faciliities and Property Management (OFPM) Overview

Across the 90 buildings, what is the total number of assets by site, by type (eg.

Personal property, real property) that are currently being tracked and monitored?

There are currently 13,515 assets tracked in Boulder, 13,240 assets tracked in Gaithersburg.

2 Appendix A - NIST OFPM Operations Overview 6 1.1.4. Procurement

Do you your credit cards as P-Cards , so there is a direct charge from the PO, or merely a mechanism to pay invoices?

Yes, OFPM uses a purchase card to pay for work/services ($2.5K) equipment/supplies ($10.0K) threshold, otherwise, work/services are paid via a purchase order (PO) process.

3 Appendix A - NIST OFPM Operations Overview 6 1.1.6. Financial Integration

Is a single burden schedule used for all shop floor labor or can it vary based on area, building, etc.

The burden rate varies per shop and depending on the type of work.

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4 1.1.2. Asset and Space Management

What characteristics determine segmentation for a linear asset? Is this a parent child relationship meaning the entire linear asset is the parent and the segments are the children?

Linear assets are assets that are defined by length to accurately depict such things as highways, sidewalks, railroad tracks, pipelines, power lines with their length directly impacting their maintenance. Because of the complexity of linear assets, one can attach various types of data to them. It is also possible to attach other assets to linear assets, and one can record attributes and elements. Attributes represent characteristics of a linear asset, such as the width of a railway or the depth of a canal; and elements are physical parts of a linear asset.

However, a parent – child relationship may not be accurate as they usually imply that the repair/replacement of a parent would require the child to be repaired/replaced as well. In the BUILDER Sustainment Management System (SMS) that NIST employs, our database sections (or differentiates) linear assets based on type, size, age, and condition.

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6 1.1.5. Materials Management

Will the Storeroom Catalog Website need to have punch out created so that individuals can access this during the requsition process?

We expect the Storeroom catalog to be accessible online for all staff to be able to purchase.

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6 1.1.5. Materials Management

Are gas cylinder quantities metered and issued as inventory?

Gas Cylinders are out of scope of this requirement.

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9 II Objectives

With government offices opening back up to employees, is there a need or desire to provide new types of facilities services or workplace services? For example, employees making desk reservations, space reservations, room reservations, desk/ room cleaning and sanitation requests?

This is out of scope of this requirement.

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9 II Objectives

Would NIST employees need a centralized place to find relevant post COVID workplace policies and/ or to request workplace services/ support (i.e. a service center or contact center)?

This is out of scope of this requirement.

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11 E. Migration Objectives

Please confirm that the only active/open data elements are to be converted. Please provide specific data conversion requirements, where applicable.

That is correct, as stated on pg 18 of the SOW. Conversion requirements will be determined during the analysis.

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12 IV Environment

Please elaborate on the needs for GIS capabilities. Are they primarily around building floor maps and being able to locate the assets on floor maps?

In Boulder this function is not currently used in Maximo. If the intent is to use this for outside utility location then use of GIS would be a great addition for utility identification on campus.

Gaithersburg OFPM sees potential for better utilization of GIS through the lifecycle of a facility, but is looking to the vendor to highlight capabilities of the system. Lifecycle maintenance needs to be considered through all the FMS modules. For example GIS could be used in the CM module to address designs, change orders and modifications and those records should be available to the O&M module to maintain linear systems (utilities). Ideally those records would be available on the mobile platforms so that repairs can be tagged for work assignment and recorded in the field repairs.

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12 IV Environment

Once a WO is assigned to a Facilities technician, does the technician need to travel to get to the job site and hence require Google Maps like capabilities? Or is the technician located within the building and they just need to get to the asset location within the building? Please elaborate.

The technician is located on site, and just needs to know building and location within the building.

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12 IV Environment Do you have a shared service center for the facilities team? Or are you aiming to create a shared service center in the near future?

No, we do not, and we are not looking to do that in the future.

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12 IV Environment If so, do you have 1 centralized service desk for the facilities team? Or is service desk decentralized per region?

The Service Desks are decentralized per region.

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13 IV Environment

Under section IV Environment, Statement of Work pdf, the table on page 13, lists the current systems (Maximo, JTSng, Plant Other Object System, Builder, 4Clicks) that is being used for Facilities Management. Will all these systems be replaced as part of this new solution? IBM Maximo & JTSng is mentioned as potential replacements in following pages. We would like to confirm if any other systems be replaced.

In addition to Maximo and JTSng, NIST is also looking to replace Plant Other Objects with the new system.

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14 Systems Overview

Is OFPM planning on replacing 4Clicks (a niche estimating tool) with the new system?

If so, can OFPM provide additional details how and what components of 4Clicks are used? Can OFPM please provide a specific example of the level of estimating required?

No, NIST is not planning to replace 4Clicks.

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14 V Specific Tasks

The document talks about 260 users for the new FM system. Can you provide a breakdown of these users by roles/types?

For instance, x # of 260 users will be technicians, while y # of users will be dispatchers.

Currently, Gaithersburg has 15 admin/supervisors and 90 technicians/project managers.

Boulder currently has 12 admin / supervisor roles and 29 technician roles. We expect the current users to remain essentially static in both number and roles, but would expect usage to increase as more functions are integrated into the single enterprise software. The increased number of users will principally be maintenance staff being assigned and reporting completion of work using mobile platforms.

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14 V Specific Tasks

Are the 260 users above in # 4 involve any contractors or are they NIST employees? In other words, are there any outside 3rd party field service contractors doing the jobs? We need to understand the roles of these 260 users (#4 above) so we can provide the most cost effective license model.

There are currently 10 contractors who have access to Maximo in Gaithersburg. Boulder has contractors at the Central Utility Plant (CUP) with Maximo access and use 2 of the technician roles.

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14 V Specific Tasks

Can you elaborate on the customer centric requirements? Are these customers internal facilities users or are these customers outside NIST? So for e.g., I’m a scientist from John Hopkins using one of the NIST labs for my summer research project and noticed that the room is very hot. Will this issue be captured and a WO created and a technician dispatched?

Yes, customers are internal users. In the example you gave, the scientist from John Hopkins would be badged and become an internal customer at that point. For an un-badged guest, like a conference attendee, that person would report the issue to their sponsor for resolution.

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15 Specific Tasks Is NIST planning to purchase 260 user licenses up front for the Base Period (Implementation)?

The Government expects 260 user licenses would be needed upon full implementation of the solution. Please note: offerors are not required to propose full user licenses during the initial phases of the project (i.e. Functional and technical process mapping phase).

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20 Steady-State Phase

What is the expectation for the request for "12 months of post-go-live onsite support on the Gaithersburg campus"? Can this be delivered remotely with 24x7 support or are you expecting onsite for that period? If onsite, then how many FTE and what days?

The SOW has been revised to clarify the days needed for Customer Help Desk support. On-site support is required for the initial 12 months of post-go-live. It is up to the offerors to determine the number of FTE needed to fulfill the Government's requirement under Section F.

Steady-State Phase.

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22 Travel

Is NIST not expecting any travel for the initial 18 month period even if COVID travel restrictions are lifted? If travel does become an option and is requested, will NIST pay for travel (time and/or expenses) to any of its facilities?

The Government does not have travel plans at this time. Travel to the NIST campus in Colorado is expected during the period of performance of the purchase order. However, as stated in the SOW, travel to/from the primary place of performance (NIST Gaithersburg campus) will not be reimbursed. A bilateral modification will be issued if/when Travel opportunities are identified to provide funds for the Travel.

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22 Key Personnel

Please provide description of NIST personnel that will be engaged on the project including role, responsibilities and time commitment to the project.

Please see the new Appendix B - Roles and Responsibilities. There are 2 FTE's committed to Project Management, Technical and Process SMEs have been identified and available as needed.

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23 Inspection Management Requirements

How are inspections managed today and what applications are used?

Can OFPM please define "Site" and provide more details on the site inspection process to include sample inspection activities, punch-lists and loops, inspection routes, and checklists?

This will provide clarity to the responder for answering FN05.00 Inspection Management requirements listed on Attachment 4 - FM System Technical Specifications.

Inspections currently are used in Maximo primarily for items that require visual inspection only, such as our above ground fuel tanks and electrical transformers. The inspection punch list is the job plan in Maximo that details what is entailed in the visual inspection.

"Site" is any assets on the Gaithersburg campus, or on the three locations that Boulder is responsible for managing, i.e., Boulder, FT. Collins and Kauai. Assets can be above ground storage tanks, electrical switch gear, detention ponds, etc.

Boulder does not currently utilize any inventory control, inspection loops or perform calibrations through Maximo. Boulder does use routes for redundant asset inspection, such as emergency lights, roof drains, etc.

Gaithersburg OFPM uses Maximo for material inventory management and will be integrating two separate instances into a single instance of Maximo to integrate repair material management with maintenance work assignment

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24 Construction Management Requirements

Can OFPM please provide more context around the second bullet in regards to design modelling and the expected system features to support this element?

Design modelling refers to the software architecture. The solution should track contract drawing changes, addendums, and additions. The Statement of Work has been revised accordingly.

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24 Construction Management Requirements

Can OFPM please provide more context around the third bullet in regards to Construction estimating features and the expected system features to support this element?

Is the Construction Project Management solution to replace 4Clicks?

The system shall provide templates for typical component requirements for features such as electrical, HVAC, and plumbing. In addition the system should provide a robust catalog or access to a catalog for estimating different building components.

4Clicks is owned by the industry standard (RS Means) for estimating, and NIST is not looking to replace the application. The ability to interface with the systems is desirable.

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FN06.01 Besides Storeroom is inventory tracked in any other locations?

No, not at this time.

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All All Please clarify if there is a requirement for the proposed personnel to have security clearances and at that level.

A security clearance with a moderate level is required.

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All All

Please identify who is the incumbent contractor implementing and managing the FM Interact COTS implementation.

FM: Interact (FMI) is an integrated suite of web-based facility management tools, which identifies space layouts and provides space management. The solution shall retrieve space data information from this application.

FMI has been implemented at NIST and is managed by NIST. FMI will be a part of the integration with the proposed solution.

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All All Please identify what is the contract number for the incumbent effort.

This is a new requirement and does not have an incumbent.

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15 V. Specific Tasks Out of the 260 resources, how many are field resources versus back office resources?

Approximately 40% back office, 60% field resource

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20 F. Steady State Phase

Please clarify the following: 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". If the solution is FedRamp authorized, please confirm that the data centers are considered a "NIST-accredited data center".

The data center must be one whose security and privacy controls have been established, and has independent assessment that can be used to verify, that the hosting center would meet the equivalent of an authorization at a FISMA moderate level such that NIST would be able to issue an ATO that includes the data center at the moderate level.

32 Attachment 2 – Instruction to Offerors 1

Due to the extent of the scope and requirements, will the government extend the Stage One submission due date by two weeks to July 7, 2021, or two weeks after the government provides the answers to questions, whichever is later?

The solicitation quotation due date has been extended to June 30, 2021.

33 Attachment 2 – Instruction to Offerors 4 1.5.3

Please clarify how many days Offerors can expect to wait between submission of Stage One quotations and receiving the Government's advisory notice on whether or not they are one of the most highly rated offerors.

The Government estimates within 5 - 10 business days. However, this is subject to change pending evaluations.

34 Attachment 2 – Instruction to Offerors 5 1.6

Please clarify how many past performance can be submitted: 5 (1 per page max of 5 pages).

The instructions to offerors has been updated to correct the maximum number of pages to 3.

35 Attachment 3 – Evaluation Factors 2 2b What level/aspect of Enterprise Resouce

Planning (ERP) are you seeking?

SOW Section II. B. Technical Objectives: 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; Please see section XI of the SOW for ERP related functionality requirements.

36 Attachment 3 – Evaluation Factors 1 1.2

Please clarify if Offerors will receive debrief if they are not selected as a highly rated offeror during Stage One Quotation evaluations.

The intent of this advisory notice provided to Stage One offerors is to minimize development and other costs for those Offerors with little to no chance of receiving an award. The Government’s advice will be a recommendation only, and those Offerors who are advised not to proceed may still elect to continue their participation in the procurement. In making a decision to proceed regardless of being advised not to continue, please be reminded, that the results of Phase I evaluation are considered in Phase II of the evaluation.

If an offeror chooses not to participate in Phase 2 of the solicitation, it will still be able to request a brief explanation of the basis for the contract award decision (per FAR 13.106-3(d)), following the award issuance. Therefore, provision of explanations of the basis for contract award decisions will not be provided until after award has been made

37 Attachment 4 - FM System Technical Specifications FN02.00

Are there service vehicles used in this process? If so is there a need to track inventory that is stored in the vehicle for maintenance?

Fleet is out of scope of this requirement.

38 Attachment 4 - FM System Technical Specifications FN02.00

Is work repair work ever performed at a shop that needs to have material, labor, and overhead tracked?

Yes.

39 Attachment 4 - FM System Technical Specifications FN02.13

What conditions are being tracked by meters? What types of meters are being used? What are the meters currently integrated with?

In Boulder, meters are not tracked through Maximo, but are tracked through the BMS (Metasys). Meters being tracked are: Water, electrical and steam.

In Gaithersburg, FMS should be able to accept external system notifications (meters managed by BMS) to initiate trouble tickets. e.g. a spike from a water meter reading at 2am should issue a ticket to repair a water leak

40 Attachment 4 - FM System Technical Specifications FN03.00

Is the same resource pool used for construction projects as well as Work Orders?

There is some overlap, but usually separate.

41 Attachment 4 - FM System Technical Specifications FN06.00

Does inbound material go through a quality inspection prior to be received into inventory?

All material is physically inspected for flaws, item correctness and correct counts prior to being received. Variations are noted and vendors are contacted so that issues may be resolved.

42 Attachment 4 - FM System Technical Specifications FN06.04 Are there meters tracking inventory issues that need to account for inventory usage?

Reorder reports are conducted every 2 weeks on each commodity group within the Storeroom. With these reports we can adjust the reorder points along with reorder amounts insuring we are keeping up with the demand on inventory usage. These adjustments on reorder points and amount is all done in the system we are currently using.

43 Attachment 4 - FM System Technical Specifications All All

Please extrapolate on any specific requirements for the COTS to provide linear asset management.

We want the COTS to be able to provide linear asset management for our roads, sidewalks, street lights, perimeter fencing, underground utilities – domestic water, storm water, sanitary sewer, chilled water supply and return, compressed air, natural gas, steam and condensate return.

44 Attachment 4 - FM System Technical Specifications Tab 2 FN01.02 Can you please expand on what is meant by

Linear Assets (FN01.02)?

See Section 1.1.2 of Appendix A Operations Overview

45 Attachment 4 - FM System Technical Specifications Definitions

The instructions for completing the spreadsheet state there is a Comment field, however, the template does not include a column for comments.

The instructions section of this attachment has been revised.

46 Attachment 4 - FM System Technical Specifications Definitions

The instructions provide four options to use for completing Column D - Product Feature.

However, three additional options are available in the Column D - Product Feature drop-down list with no backing definition:

"Modification Required", "Future Release", and "Supported via 3rd Party."

"Customization Required" is listed in the Definitions but not in the Column D drop-down.

The instructions section of this attachment has been revised.

47 Attachment 4 - FM System Technical Specifications Definitions What "Definition" should integrations fall under?

It is unclear what this question is specifically asking.

48 Attachment 4 - FM System Technical Specifications

Most customers create or tailor their own reports. For no-code reporting tools delivered with an application where customers can create their own reports, should reporting related requirements be noted as Supported out-of-the-box or Configuration Required?

How do we handle requirements where different types of reports are listed and some types are delivered but others requiring use of a delivered reporting tool? Example is requirement FN04.05.

If a standard report exists out of the box, mark it as so. If a custom report is needed, then configuration is required. Section FN10 separates out Ad-Hoc Reporting.

49 Attachment 4 - FM System Technical Specifications

FN03.00 Labor Management

FN03.06 Embedded Training

Can OFPM please clarify this requirement and what is expected of the application in regards to Embedded Training?

Defines certification and training requirements for certain roles

50 Attachment 4 - FM System Technical Specifications

FN03.00 Labor Management

FN03.06 Health and Safety

Can OFPM please clarify this requirement and what is expected of the application in regards to Health and Safety?

Tracking, ‘pre-job hazard analysis’ type information.

51 Attachment 4 - FM System Technical Specifications

FN03.00 Labor Management

FN03.09 The system shall link to the personnel system to pull employee data information.

Does the "personnel system" refer to the Central People Repository (CPR) application or the ERP portion of the new (proposed) system?

If the former, can OFPM please clarify that this requirement is an integration between the two systems?

The "personnel system" refers to CPR. The requirement is that the system will pull employee data from CPR.

52 Attachment 4 - FM System Technical Specifications

FN04.00 Construction Management

Some of the requirements have multiple features lumped together, where some of the features are supported out of the box, while others are supported through Configuration, e.g. Examples are FN04.03-FN04.06;

FN04.13, FN04.14; FN04.17

If a standard report exists out of the box, mark it as so. If a custom report is needed, then configuration is required.

FN04.03 Construction Project Level: Budget, Schedule Scope, Risk management planning FN04.04 Construction Program/Portfolio Level: Budget, Schedule Scope, Risk management FN04.05 Construction Project Budget, Schedule Scope, Risk reporting

53 Attachment 4 - FM System Technical Specifications

FN04.00 Construction Management

FN04.07 Construction site/project shutdown

Can OFPM please describe its current Construction site/project shutdown process and your expectation/requirement for the new application.

FN04.07 Construction site/project shutdown has been changed to FN04.07 Construction site/project outage.

The Government has numerous utility outages that need to be planned and tracked. The outage process consists of preplanning and notification, scheduling, coordinating, and executing utility shutdowns (including space occupancy (contractor taking ownership from facility for construction), and closing off ingress or egress (closing a road or sidewalk). The proposed solution shall support these activities.

54 Attachment 4 - FM System Technical Specifications

FN04.00 Construction Management

FN04.08 Construction site/equipment lock out tag out

Can OFPM please describe its current Construction site/equipment lock out tag out process and your expectation/requirement for the new application.

Gaithersburg campus has a series of items identified for Lock Out/Tag Out (LOTO). The new application should be able to utilize existing request forms to allow filling out and approving these forms at different levels. The system should also track these forms by specified identifiers to include building, equipment number, requester, date and system.

Boulder utilizes Lock Out Writer to establish our LOTO procedure for each piece of equipment that we maintain. We would expect that the new software is able to mimic our current software or be able to import the LOTO procedures and be able to associate the procedure with the appropriate asset. The system should also allow our technicians easy look up access for the LOTO procedures.

LOTO for construction is the responsibility of the Contractor and is reviewed by our Electrical Engineers for correctness. The system should be able to coordinate all of the different LOTO procedures from multiple contractors to ensure that safety is the utmost priority for staff and contractors to ensure that as work completes no one is able to go rogue and energize a piece of equipment until others are ready for the LOTO to be removed for all.

55 Attachment 4 - FM System Technical Specifications

FN04.00 Construction Management

FN04.09 Cost Estimating

Can OFPM please describe its current Cost Estimating process and your expectation/requirement for how the application should handle from a construction project perspective?

The system should allow creation and storage of an estimate by a project manager or other project representative. OFPM currently compiles project estimates based on the individual Project Manager’s preference. Once under design, estimates created under the requirements of the Architect/Engineer contract are utilized. These estimates should be recorded and stored within the system for easy recovery and use. It is desired that 4Clicks would interface with that data

56 Attachment 4 - FM System Technical Specifications

FN04.00 Construction Management

FN04.11 Capital Planning (long-range facilities planning)

Does OFPM currently use an Enterprise Performance Management application for planning and budgeting? If so, what is the application?

Can OFPM please describe its current Capital Planning process?

With regard to forecasting future repair requirements and their budgeting and planning, NIST uses the Army Corps of Engineers’ BUILDER Sustainment Management System (SMS), a web-based software application developed by the Army’s Construction Engineering Research Lab (CERL). BUILDER is designed to help facility managers decide when, where, and how best to maintain building infrastructure. Other than using BUILDER in this manner, NIST does not have another Enterprise Performance Management application that is used for planning and budgeting.

NIST has recently completed comprehensive master plans for each of its two primary campus locations, Boulder (2017) and Gaithersburg (2018). While focused on implementing projects identified in the master plans, NIST also continuously reviews short and long term requirements through facility assessments, periodic meetings with our OU customers, and evolving research priorities based upon DoC, congressional and presidential priorities and directives.

57 Attachment 4 - FM System Technical Specifications

FN04.00 Construction Management

FN04.15 Architect Supplement Instruction (minor additional details needed on drawings)

Can OFPM please describe the expectation/requirement for how the application should handle Architect Supplement Instruction? (e.g. attachment, data entry form)

The system should be able to store templates of these documents for use, if necessary. In addition, the system should be able to store any supplemental information used on a specific Architect/Engineering contract for future reference.

58 Attachment 4 - FM System Technical Specifications

FN04.00 Construction Management

FN04.17 Project Daily Log, Project Photos, Drawings, Documents (incl req'd Safety documentation)

Can OFPM please describe the expectation for the Project Daily Log in the new system?

Is this a separate document to be attached to a Project or a form to which data is to be captured?

The Daily Log should be a templated form to be filled out by a project representative doing a daily quality review of a specific project. The form should document general daily environmental conditions, equipment used, workers on site, activities being executed, issues, and meetings that took place. The system should store these logs by project for easy review.

59 Attachment 4 - FM System Technical Specifications

FN04.00 Construction Management

FN04.19 Punch Lists

Can OFPM please provide more context around Punch Lists in regards to how they fit into the overall Construction Project process and the software requirement?

The punch list represents the results of a specific inspection, typically partial final or final and captures deficiencies not in accordance with the contract and that need to be corrected.

These lists can become quite extensive. There should be an ability to capture this information in “real time” along with links to documenting with pictures and drawings. There should be the ability to document this information using peripheral hardware devices such as a smartphone or tablet along with computer capabilities. The ability to create a standardized template would be beneficial as well.

60 Attachment 4 - FM System Technical Specifications

FN05.00 Inspection Management

FN05.01 Serial / Lot Control

Can OFPM please expand on "Serial / Lot Control" to more specifically describe the expectation of the software as it pertains to Inspection Management?

Gaithersburg uses Maximo for material inventory management and will be integrating two separate instances into a single instance of Maximo to integrate repair material management with maintenance work assignment.

61 Attachment 4 - FM System Technical Specifications

FN05.00 Inspection Management

FN05.02 Inspection Loops

Can OFPM please expand on "Inspection Loops" to more specifically describe the expectation of the software as it pertains to Inspection Management?

Inspections currently are used in Maximo primarily for items that require visual inspection only, such as our above ground fuel tanks and electrical transformers. Boulder does not utilize inspections loops. NIST will look to the vendor to determine how to best use inspection loops.

62 Attachment 4 - FM System Technical Specifications

FN05.00 Inspection Management

FN05.03 Calibration

Can OFPM please expand on "Calibration" to more specifically describe the expectation of the software as it pertains to Inspection Management?

Inspections currently are used in Maximo primarily for items that require visual inspection only, such as our above ground fuel tanks and electrical transformers. Boulder does not utilize calibrations. NIST will look to the vendor to determine how to best use calibrations.

63 Attachment 4 - FM System Technical Specifications

FN05.00 Inspection Management

FN05.04 Routes

Can OFPM please expand on "Routes" to more specifically describe the expectation of the software as it pertains to Inspection Management?

Inspections currently are used in Maximo primarily for items that require visual inspection only, such as our above ground fuel tanks and electrical transformers. Boulder does not utilize routes. NIST will look to the vendor to determine how to best use routes.

64 Attachment 4 - FM System Technical Specifications

FN07.00 Procurement

FN07.06 The system must be able to track the procurement status in the Department-level procurement system from start to finish.

Does "Department-level procurement system" refer to the CSuite application or the Procurement/ERP portion of the proposed system?

If the former, can OFPM please clarify if the requirement is an integration between the two systems?

This refers to Csuite, the Department of Commerce level procurement system, and should integrate with the system.

65 Attachment 4 - FM System Technical Specifications

FN08.00 Financial Integration

FN08.05 Budgeting

Can OFPM please expand on its "Budgeting" requirements? What application does OFPM currently use for Budgeting and Planning?

There are various internal documents (spreadsheets, access database) used for planning. In addition, there are software packages used to track obligations and balances. In Boulder, systems used are MyTools for labor, JTSNG for End Of Year closeout and new FY set up.

Excel is used extensively, with various and multiple formats between the divisions.

Gaithersburg uses Maximo extensively for budget and planning, deferred income, with export function into Excel to build solvency reports, searching for items, and reconciling to CFS.

66 Attachment 4 - FM System Technical Specifications

FN08.00 Financial Integration

FN08.07 Billing

Can OFPM please expand on its "Billing" requirements?

Work orders for reimbursable work is billed to the sponsor (billed 2x monthly), email to OISM, creates SLT file (via ServiceNow or JTSNG or Maximo), file forwarded to finance who then bills the sponsor. SLT gets uploaded in the core financial system (CBS).

67 Attachment 4 - FM System Technical Specifications

FN08.00 Financial Integration

FN08.10 The system must complete an automatic closeout purchase order reconciliation process with the Department-level financial system.

Does "Department-level financial system" refer to the Commerce Business System (CBS) or the Financial/ERP portion of the proposed system?

If the former, can OFPM please clarify if the requirement is an integration between the two systems?

This refers to CBS. This would be an integration point with the new system.

68 Attachment 4 - FM System Technical Specifications

FN10.00 Operational Intelligence

FN10.02 Inbox

Can OFPM please describe "Inbox" and expand on the expectation of the software in this area?

Gathering and analyzing data points for real time notification-type reporting to management

69 Attachment 4 - FM System Technical Specifications

FN10.00 Operational Intelligence

FN10.05 Compliance

Can OFPM please expand on "Compliance" and the expectation of the software in this area?

Monitoring of data to ensure compliance and support risk management, strategic planning and operational decision making

70 Attachment 4 - FM System Technical Specifications

FN10.00 Operational Intelligence

FN10.06 Audit Trail

Can OFPM please expand on "Audit Trail" and the expectation of the software in this area.

The system will log changes to records (who made the change/date/time stamped). Approvals will include date/time.

71 Attachment 7 - Orals Presentation Script 1 Agenda - 3. Product Demo

1.5 hours is not sufficient to showcase the 48+ elements in a live demo environment, as identified in the Presentation scripts. Would OFPM consider lengthening the product demo time to at least 3 hours? This is more aligned with out RFQ/RFP responses of similar structure. Otherwise, will OFPM change the requirement for a product demo in a live application to include application screenshots to demonstrate capabilities?

The time allotted for the Product Demo has been extended.

The Government prefers a live product/application demo as compare to screenshots of the proposed solution.

72 Attachment 7 - Orals Presentation Script 1 Part 1 - Construction

Management

In order for the responder to accurately demo the application features, it would be most helpful if OFPM included more context surrounding the capabilities identified in a. -r.

a.Identification of future project planning and how current FY plan supports this planning.

Ex. How will current FY plan support the maintenance backlog reduction.

b.Identify major milestones within the facility master plan.

c.Construction contract management incorporates the items identified in e – r.

d.What type of reporting can be provided and how does the system support reporting on

Budget, Schedule, Scope and Risk at the project level and how does it support rollup of this data to a program (DCD,FMD, CAM) level and to a Portfolio level (O+[@Response]FMP) e.How does the system support project outages and shutdowns. See above on FN04.07.

f.How does the system support requests, approvals, and documentation on LOTO. See above on FN04.08.

g.Ability to produce and store cost estimates. See above on SOW p24.

h.Support the documentation and collection of bid documents for comparison and decisions.

i.Identify information concerning prime contract to include specifications, drawings, contractor information, etc.

j.Support information on budgets, obligations, expenditures and progress payments.

k.Document and track progress on contract change order requests and approvals.

l.Track submission and responses to RFIs, Submittals, and correspondence.

m.Capture and store Daily Logs (above on FN04.17), project photos, construction drawings and documents, and required safety forms for things like roof access, LOTO, etc.

n.Capture and document completion of punch list. See above on FN04.19 o.Enable the creation, filling out, approving, and storing of meeting minutes and records.

p.The ability to capture and store personnel directories for each project. The ability to capture, store, and compare project information for future use (acquisition type, construction type, cost range, small or large business, duration, etc.)

q.Storage of information. See above on FN04.15.

r.Generate, process, and communicate project correspondence of any type. Ability to link/store email specific to project.

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a. Enterprise resource planning

Can OFPM please clarify what they want to see in the application in regards to "Enterprise resource planning."

Identification of future project planning and how current FY plan supports this planning. Ex.

How will current FY plan support the maintenance backlog reduction.

SOW Section II. B. Technical Objectives: 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; Please see section XI of the SOW for ERP related functionality requirements.

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d. Budget, Schedule, Scope and Risk reporting at the Project, Program, and Portfolio Levels.

Does OFPM how these features are managed/tracked within the application or just reports to demonstrate flexibility?

What type of reporting can be provided and how does the system support reporting on Budget, Schedule, Scope and Risk at the project level and how does it support rollup of this data to a program (OFPM divisions DCD,FMD, CAM) level and to a Portfolio level (OFPM)

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f. Construction Site/Equipment Lock out tag out

Can OFPM please clarify what they want to see in the application in regards to Construction Site/Equipment Lock out/tag outs?

NIST has a series of items identified for Lock Out/Tag Out (LOTO). The new application should be able to utilize existing request forms to allow filling out and approving these forms at different levels. The system should also track these forms by specified identifiers to include building, equipment number, requester, date and system. The system should have the ability to import the contractors maintenance operation plans for tracking/coordination purposes for planned outages..

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c. Construction Contract Management

i. Prime Contract

Can OFPM please clarify the difference beween c. and i. - or be more specific in regards to what should be demonstrated regarding i. Prime Contract?

Construction contract management incorporates the items identified in e – r to include information and documentation on the Prime Contract.

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j. Budget, Commitments

Can OFPM please clarify what they want to see for j. Budget, Commitments? E.g.

Funds checking capabilities, entering budget, recording and reviewing commitments?

Documentation and support for information on budgets, obligations, expenditures and progress payments. Tracking the budget for a project, program and portfolio level. i.e.. the entire project jacket, this would include all NIST costs associated with the project.

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k. Change Orders

Do Change Orders refer to procurement change order processing, project management change order processing, or both?

Document and track progress on contract change order requests and approvals. This could include proposal requests from the contractor, Requests for proposals to the contractor, status of proposal requests, unilateral contract modifications, bilateral contract modifications, ratifications, and final disposition of contract changes.

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m. Project Daily Log, Project Photos, Drawings, Documents, Safety Forms

Are these items that OFPM wants to see attached to a project record?

Does OFPM want to enter/track the Project Daily Log within the application? If so, can OFPM provide an example what may be included on one of the Project Daily Logs?

A Daily Log form should have the capability of being edited to fit the project. However, most will follow a set template. The Daily Log should be a templated form to be filled out by a project representative doing a daily quality review of a specific project. The form should document general daily environmental conditions, equipment used, workers on site, activities being executed, issues, and meetings that took place. The system should store these logs by project for easy review.

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n. Punch List

Can OFPM please put some context around Punch List in regards to what they want to see in the application?

The punch list represents the results of a specific inspection, typically partial final or final and captures deficiencies not in accordance with the contract and that need to be corrected.

These lists can become quite extensive. There should be an ability to capture this information in “real time” along with links to documenting with pictures and drawings. There should be the ability to document this information using peripheral hardware devices such as a smartphone or tablet along with computer capabilities.

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o. Planning and Coordination Meetings per contract requirements and reports

Does OFPM want to see how future meetings, per contract requirements, can be logged within the application?

Enable the creation, filling out, approving, and storing of meeting minutes and records, as well as do outs or actions?

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p. Directory

Can OFPM please clarify what the want to see in the application in regards to "Directory" and clarify the type of Directory.

The ability to capture and store personnel directories for each project. The ability to capture, store, and compare project information for future use (acquisition type, construction type, cost range, small or large business, duration, etc.)

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q. Architects Supplemental Information (ASI)

What information regarding the ASI does OFPM want to capture - or attach - in the system?

The system should be able to store templates of these documents for use, if necessary. In addition, the system should be able to store any supplemental information used on a specific AE contract for future reference.

84 Attachment 7 - Orals Presentation Script 2 Part 3 - Labor Management and Scheduling

Can OFPM please clarify the elements within Labor Management and Scheduling fall under Project Scheduling and Labor/Resource Management?

Some elements may affect project scheduling, but this section refers to managing labor.

85 Other N/A N/A

The previous solicitation for an FMS System for NIST (Solicitation #:

1333ND21QNB130089) included a "Justification for Other than Full and Open Competition Brand Name Justifiction - FAR 13.501" that referenced a brand name only justficiation for IFS Applications. Was that an oversight or is the current solicitiation (Solicitation #: 1333ND21QNB130237) now being opened up to other software brands?

No. This is not an oversight. This requirement is not limited to a specific brand name and/or manufacturer.

86 Other

Given the revenue size standard , it’s hard to understand who could respond to this as a small business to provide both solution licenses and implementation support services. In order to foster greater competition, would you be willing to remove the set-aside requirement so that other firms could participate?

This requirement is set aside for small businesses as stated in the solicitation. No change will be made.

87 Other Would the Government extend the solicitation due date by 2 weeks?

The solicitation due date has been extended to June 30, 2021.

88 Other

What NIST resources (project management, OCM, technical, functional, etc) will be available to support in this effort? How many FTEs and types of resources?

Please see the new Appendix B - Roles and Responsibilities. There are 2 FTE's committed to Project Management, Technical and Process SMEs have been identified and available as needed.