VENDOR SET QUESTIONS AND ANSWERS.docx

FACILITY MANAGEMENT SOLUTION VENDOR SET QUESTIONS AND ANSWERS:

1. What data is currently available in the legacy system? Floor plans, assets, work orders?

RESPONSE: Floor plans in AutoCAD DWF files, personnel data, Some assets and a few workorders.

2. What data would be migrated to the new system?

RESPONSE: Floor plans and personnel data.

3. Does asset data exist, or does it need to be collected via facility inventories?

RESPONSE: Most Asset are tracked through VA inventory management system. Only assets specific to individual employees, such as ergonomic equipment, are tracked in the facilities management system. We will verify those assets.

4. Do you have a process for maintaining floor plan data?

RESPONSE: Floor plan is updated using AutoCAD

5. Will you allow the use of browsers such as Google Chrome, Firefox, Edge for accessing the application?

RESPONSE: Internet Explorer, Edge and Chrome.

6. The PWS doesn’t specify the minimum acceptance criteria that needs to be met. Please clarify the criteria the VA plans to use to determine whether the code development is complete and accepted?

RESPONSE: Not required in the PWS

7. Will contracting resources with access to support the Production system have access to PII and PHI? If so, will the expectation be that those with access to sensitive data be required to have a higher sensitivity and the level of background investigation than the indicated as Tier 1 / Low-Risk designation?

RESPONSE: Current data does not contain PII/PHI, but future requests could have some limited PII/PHI. Access will be limited by systems permissions

8. Will the Government consider issuing GFE in the form of VA-issued laptops for development resources?

RESPONSE: Yes

9. To accelerate development, will the Government allow for initial non-sensitive development to be performed by uncleared resources? This initial development would then be passed to cleared resources for further development and promotion to higher-level environments. This approach would allow the Government to be more flexible and scalable in response to demands from business users.

RESPONSE: Yes

10. For pricing and planning purposes, please clarify if the contractor is required to conduct Fortify scans for the applications code bases per A&A requirements.

RESPONSE: No

11. The PWS section, “FMS Solution Postproduction Customer Support” references help desk tickets. Will FSC/FMS be required to leverage the VA YourIT portal and/or ServiceNow for ticketing and support?

RESPONSE: Yes, ServiceNow if required for Nuvolo modules, but not YourIT portal. Vendor needs to answer that.

12. Please provide detailed information on any service level agreements or performance requirements that the contractor must comply with for any part of the software development life cycle and maintenance.

RESPONSE: Not required in the PWS

13. Please clarify any project level dependencies that may impact the scope or schedule of the solution delivery like mandatory milestone dates, external resources (internal or other contractors), or dependent application milestone schedules.

RESPONSE: None

14. To fully understand how the PWS, deliverables, and payments (i.e., CLINs set up as LOTs, MONTHs, EA, etc., including SLINs that are set as NSP) will be mapped to Schedule B, can the Government please provide a draft version of Schedule B for review and comment?

RESPONSE: Not required in the PWS

15. Are their pre-defined tools and technology used for the software development life cycle from Requirements through to Support?

RESPONSE: Not required in the PWS

16. Will the contractor have access to PHI/PII? Although mentioned in the draft PWS, it is not clear where sensitive data will be introduced. a) If yes, how many anticipated PHI/PII records will the contractor be handling? b) If yes, how will the contractor be required to handle the PHI/PII data?

RESPONSE: There is no PII/PHI in the data

17. If not already specified, please specify any transition in and out requirements including timeframe and processes for this will help with estimation purposes.

RESPONSE: None

18. What tools will the Government provide to support Data Migration?

RESPONSE: None

19. Will the Government leverage the ESD to provide Tier 1 Helpdesk services?

RESPONSE: No

20. How many support tickets does the Government estimate the contractor will be required to resolve each year?

RESPONSE: 15-20

21. How many square feet of facilities will be under management?

RESPONSE: Approximately 200,000 but could increase in the next 3-4 years

22. Are there satellite offices or other facilities that need to be included?

RESPONSE: Yes, in Austin and Waco

23. How many tenants are to be supported?

RESPONSE: 2 or 3

24. What is the estimated office 'churn rate' per year?

RESPONSE: We Process approximately 600 moves per year, including move in, exits and internal moves.

25. What and how many systems are there from which the contractor needs to import data?

RESPONSE: FM: Interact and AgilQuest On-board

26. Can VA provide a clear definition of the separation of duties?

RESPONSE: Approximately 1500 users general access to the system, Moves and some service requests will be limited to supervisors and managers. Facility management personnel will need administrative permissions to update data and floorplans, process and close service requests.

27. Does FSC want the contractor to perform the moves and changes? i.e., physically modify the office space, install and test the computers and phones? Or does the contractor just maintain the data in the proposed SaaS product?

RESPONSE: Contractor will migrate current data to new system and maintain data in the system.

28. Does the FSC foresee offering Facility Management Services as a product line?

RESPONSE: Yes

29. A detailed matrix for each of the major functional areas listed in section 5.2 RESPONSE: Not required in the PWS

30. Documentation on current business processes for each major functional area RESPONSE: Not required in the PWS

31. Documentation on desired to-be business process if available RESPONSE: Not required in the PWS

32. Discuss and parameters around data migration requirements (if any) RESPONSE: None

33. List of integrations to other enterprise systems required RESPONSE: None

34. Architecture diagram of desired integrations if available RESPONSE: None

35. Any technical details available on systems to which the FMS must be integrated (e.g. available integration technologies) RESPONSE: None

36. Organizational details specific to user and business processes to be implemented (user counts, business areas of priority, imminent turnover knowledge loss challenges, etc.).

RESPONSE: None

37. Any unique or specific requirements within the facilities to be managed with the solution (admin space, lab, patient areas, containment, hazmat storage, etc.) RESPONSE: None

38. Any additional implementation requirements (schedule constraints, additional compliance drivers, etc.).

RESPONSE: None

39. Request a solution that is currently FedRAMP authorized, and not only in the process of becoming FedRAMP compliant.

RESPONSE: Solution must be FedRAMP approved

40. The RFI appears to seek solutions in asset management for both real and personal property. Grant Thornton recommends specifying whether VA seeks a solution for real property, personal property, or both. While the fundamental principles of top-flight asset management apply to both, there are differences, which translate into differing needs for an EAM system.

RESPONSE: Both

41. Require the solution to be ISO 55000 certified and the team must hold ISO 55000 (A55K) certification. Proven knowledge, understanding and capabilities around ISO 55000 are key to successful implementation.

RESPONSE: Not required in the PWS

42. Include the number of users within various user groups. Pricing can vary according to user classifications.

RESPONSE: 5 admin users / 1500 users

43. Specify the quantity and format of data to be migrated. This will enable vendors to prepare cost proposals that accurately address VA’s needs.

RESPONSE: None

44. Include the browsers with which the solution must be compatible. This will ensure unfettered performance due to less than optimal interface between a browser and CSFM.

RESPONSE: Internet explorer, Edge, Chrome

45. Include future capabilities that VA is seeking in the RFP, such as OpenCAD. This reduces the risk of VA not having the functionality and capabilities required in the future.

RESPONSE: Not required in the PWS

46. Request offline work order capability. Offline entry to work order processing will “sync” and upload work order entries once the online system is restored or available.

RESPONSE: Not required in the PWS

47. Request a solution with mobile capabilities, enabling flexibility of operations. RESPONSE: Not required in the PWS

48. Request and accept commercial past performance submissions, this provides more alternatives for modernization, given the commercial sector’s advanced experience in the facilities management space.

RESPONSE: Not required in the PWS

49. Additional Information on current systems RESPONSE: Currently we are using FM Systems as our Facility software.

50. Current status of data RESPONSE: Secured

51. Interface requirements (number and type of Interfaces) and data migration requirements.

RESPONSE: None

52. To better understand to volume of work associated with importing of existing VA data we need more information about data sources. How many and what specific systems will be providing information to the selected tool?

RESPONSE: We would need to transfer all info from our current system FM Systems to the New system. All employees’ names, seat assignments, work orders, AutoCAD drawings.

53. Similarly, providing specs to include storage capabilities for the expected hosting server is needed to price these services.

RESPONSE: Not required

54. Would this system be for use agency wide or specific VISN/medical centers?

RESPONSE: Just for the VA FSC

55. If support services such as equipment or space validation, barcoding, update/formatting of the 15 drawings, specify how many buildings, floors and square footage. Also, describe and or make available with the RFP the existing drawings. Specify if conversion to AutoCAD or Revit models will be required to ensure the drawings are in a format suitable for migrating into the software.

RESPONSE: There would be two building with CAD drawings. Total square footage would be around 175,000 with about 1700 employees.

56. Specify if the software will house both Building Service Equipment and Medical Equipment.

RESPONSE: No Medical equipment

57. Section 5.2 describes the mix of users for the resulting system. A better definition of these users and their roles would be helpful as we develop software license requirements. Specifically, what does the VA consider as a Facility Manager compared to users? The Sources Sought defines requirements as 5 FM’s and 1500 users RESPONSE: admin and user groups

58. There is no mention of mobile functionality. We believe there are significant opportunities to utilize the mobile functionality in relation to building operations and preventative maintenance. Work tickets would be distributed directly to a technician’s mobile device so that work and reporting could be performed in the field.

RESPONSE: Not required in the PWS

59. Regarding FedRAMP certification: ARCHIBUS is currently implemented in various FedRAMP certified environments across DoD agencies and has received either temporary or permanent ATOs to do so directly with various agencies. The ARCHIBUS platform is currently not FedRAMP Authorized. ARCHIBUS understands the importance of this authorization and is currently evaluating the requirements to move forward with platform authorization. The Sources Sought mentions that the VA would be utilize JAB ATO or agency ATO issued by another agency as a starting point. We would be very interested in pursuing an ATO with the VA given the opportunity.

RESPONSE: FedRAMP authorization is required in the PWS

60. The PWS needs to address software upgrades. They are not typically automatic or included in support costs.

RESPONSE: Referenced in Paragraph 1 of PWS

61. Integrations – while the Technical Reference Model (VA TRM) is an invaluable reference, additional information in the RFP with respect to the number and identity of applications with which the new FMS will be required to interface/integrate and the likely data volumes and frequencies involved – how frequently will personnel information updates be required to support the VA space assignment process, for example, and what is the data source(s) of record for this information.

RESPONSE: Interface with VA active directory, AutoCAD floor plans, FSC has approximately 40 personnel moves per month, including new hires, exiting personnel and internal moves which require information updates.

62. User Types and Usage Patterns – to ensure appropriate license entitlements, additional information on 1,500 users would be helpful – are these users doing more on the system than making services requests?

RESPONSE: Most users will just be entering requests or reserving space, conf rooms or workstations/offices. Supervisors and admin assistants will be able to submit move requests, approximately 5 facility management personnel will have admin permissions to approve and process requests, add data, build reports, etc.

63. Data Migration – additional information the volumes of data to migrated to the new system will be helpful in ensuring accuracy of the implementation services proposal with respect to schedule, resource requirements and cost.

RESPONSE: We currently have about 1000 employees in the system but expect to increase that over the next couple of years to 1500 +