RFI 47HAA024R0005 - Workspace Resource Reservation System.pdf

REQUEST FOR INFORMATION (RFI)/PRE-SOLICITATION NUMBER:

47HAA024R0005

Workspace Resource Reservation System

In Support Of

Office of Administrative Services (OAS) and the

Office of the Chief Information Officer (OCIO)

ISSUED UNDER: eBuy/NASA SEWP/SAM.gov

Issued By:

GSA, Office of Administrative Services

Office of Internal Acquisition 1800 F Street NW

Washington, DC 20405

May 21, 2024

Disclaimer This Request for Information (RFI) is for planning purposes only and is not a Request for Quotes (RFQ), Request for Proposals (RFP), Invitation for Bids (IFB) or an obligation on the part of the Government to acquire any services.

Responses to this RFI are not offers and cannot/will not be accepted by the Government to form a binding contract. The Government reserves the right to determine how it should proceed as a result of this notice. Furthermore, those who respond to this RFI should not anticipate feedback with regard to their submission. However, the Government may engage vendors that respond to this notice by seeking further information about capabilities or even a direct award. The Government will not pay any cost incurred in response to this RFI. All costs associated with responding to this RFI will be solely at the responding party’s expense. The information provided in this RFI is subject to change and is not binding on the Government.

Background The General Services Administration (GSA) is continuing to efficiently and effectively manage our workspaces for a variety of work styles and shared use across approximately 60+ GSA facilities and its employees.

Hoteling is one approach to reducing per person work space allocations already in use at GSA.

With hoteling, workers are not assigned a permanent workstation, but instead use a reservation system to find and reserve workspaces for times they need them. GSA uses this software system to manage and reserve approximately 5,500 reservable assets which include workspaces, conference rooms, parking spaces, equipment and other shared devices/resources.

In addition to end-user reservation management, the system will also need to have reporting and analytics capabilities. GSA has internal space management teams which track occupancy and utilization of our workspaces. This information is critical to making space-related decisions and improvements for our end users of space.

Scope of Work/Technical Requirements This Request for Information (RFI) is to identify available systems to meet the following functional requirements (See Attachment 1):

1. License Structure and Locations

● License structure shall maximize flexibility as GSA evaluates and responds to our changing real estate needs; and,

● Changes in GSA staff levels and,

● Changes to staff role requirements

2. Reservation System Features

● Make and manage reservations through web page and mobile app functionality;

● Incorporate a comprehensive search functionality that leverages granular filtering criteria (including facility location, city, state, amenities, room type, resource name and capacity) alongside approximate string matching (fuzzy) for keyword searches to ensure a precise match between user needs and optimal workspaces;

● System to include a User Management Process (UMP) that pulls from Active Directory and/or other GSA system(s) for user provisioning;

● Integration with GSA calendar and email systems for scheduling, managing, and notification reminders of reservations (currently Google);

● Convenient mechanisms for users to check-in to active reservations;

● Web based UI must be user-centric, prioritizing intuitive design and ease of navigation.;

● Feature parity between desktop and mobile experience;

● Native communication capability for end users to initiate resource requests, complaints, or customizations to local administrator role;

● Device integration (vendor provided) to visually cue resource availability for making on-demand reservations;

● Visually browse, search, and reserve resources through an interactive floor plan

(i.e. graphical representation of the workspace/asset).

● Reporting system for utilization summaries, inclusive of reservation data, turnstile data, and potential occupancy sensor data; and

● System must support various roles with varying capabilities to include base user, ambassador, workplace services and BookIT admin role, access reporting functions.

● Ability to check in/check out of conference room reservations using a room scheduling system (digital signage) or optionally, some other vendor-provided device(s);

3. Critical System Functionality

● Required Migration Capabilities:

○ Migrate available GSA data from the legacy, on premise system. The data includes reservable asset information and reservations one year before the go-live date to include all future reservations.

○ Maintain data integrity and traceability across time zones.

○ Provide hands-on implementation support and technical assistance for the period of migration.

○ Establish integrations between the Contractor's proposed Workplace

Reservation System platform and the following services/devices:

■ GSA’s User Data (e.g, Sailpoint, Active Directory);

■ Electronic physical access controllers (e.g., turnstiles) Gallagher

Command Centre (badge-in data);

■ GSA’s identity management system (Okta) to provide identity verification for GSA users, i.e. PIV/CAC access.

■ GSA-issued mobile devices (Android and iOS Devices);

and

■ GSA calendar and email systems (currently Google

Workspace) for the purpose of facilitating creation of an event invitation with reservation details.

● Platform Required Capabilities:

○ Offers a set of application programming interfaces (APIs) that support development of custom integrations of the platform with other services and data sources thereby extending functionality of the platform to solve future business needs. An ideal solution would provide the ability to construct outbound API calls to other systems as well as accept incoming API requests (vendor must specify the available APIs in its response).;

○ Fully integrates with business intelligence/analytic tools (vendor must specify which business intelligence tools in its response); and

○ Stores data in the cloud.

● System Availability

○ Service Description: Operations are successful when the Workplace Reservation System platform provides 99.9% service availability.

○ Performance Measure Description: Operations are successful when the system is available 99.9% of the time with no more than 0.1% of unplanned downtime. Unplanned downtime is defined as unscheduled system outages.

● Interactive Floor Plans:

○ Implementation of Interactive floor plans enabling users to visually browse, search, and reserve resources. Floor plans will display real-time availability and offer zoomable navigation with scroll, pan, or directional controls. Reservable workspaces are visually distinct, and selecting a workspace reveals detailed resource information.

○ Leverage GSA provided floor level drawings to generate floor plans through a vendor provided solution,

○ Maintenance of interactive floor plans is managed through a user-friendly interface requiring minimal user training and;

○ Interactive floor plan maintenance is offered as an optional service.

● Cloud Information Systems - IT Security And Privacy Requirements

○ Implement a FedRAMP-authorized Cloud Service. Priority will be given to vendors with a Moderate Impact (Mod) FedRAMP authorization. Vendors without existing FedRAMP certification must demonstrate a documented plan and timeline (12-18 months) to achieve a Moderate security posture.

○ Once “Moderate” is achieved, the contractor must implement the controls contained within the FedRAMP Cloud Computing Security Requirements Baseline and FedRAMP Continuous Monitoring Requirements for Moderate impact systems (as defined in PUB 199). These documents define requirements for compliance to meet minimum Federal information security and privacy requirements for Moderate impact systems. The FedRAMP baseline controls are based on NIST Special Publication 800- 53, Revision 5, “Security and Privacy Controls for Federal Information Systems and Organizations” (as amended), and also includes a set of additional controls for use within systems providing cloud services to the Federal Government. The Privacy and Security acquisitions guide 09-48 provides specific guidance for controls required to secure GSA systems.

Link to the guide: Security Language for IT Acquisition Efforts https://www.gsa.gov/system/files/Security-and-Privacy-Requirements-for-IT-Acquisition-Efforts-%5BCIO-IT-Security-09-48-Rev7%5D-07-25-2023.pdf

■ The solution must support configurable integrations with GSA operated identity and authentication / single sign-on services.

The vendor must support SAML 2.0 and/or OpenID Connect integrations. GSA will identify and provide the services upon award.

○ In addition, the solution must adhere to all current GSA IT Standards for hosting such a system and meet GSA’s current Information Technology (IT) Security Policy, CIO 2100.1 GSA Information Technology (IT). Link to policy and other Government-wide laws and regulations for protection and security of information technology.

○ The solution must have the ability to manage users and/or have the ability to allow administrators to regulate who and what type of access the user is granted.

● Authority to Operate (ATO):

○ The Contractor must participate in the process to obtain an Authority to

Operate (ATO). The level of involvement will vary, but it could require up to full-time availability of system architects, IT security and other subject matter experts.

● Section 508 Compliance

○ The Contractor and/or manufacturer must provide accessibility based on

Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. § 794d). All Electronic and Information Technology (EIT) procured through the contract must meet the applicable accessibility standards at 36 CFR Part 1194, unless an agency exception to this requirement exists. The 36 CFR Part 1194 implements Section 508 of the Rehabilitation Act of 1973, as amended. All deliverables will be Section 508 compliant and will be reviewed for compliance by the Government which reserves the right to reject the deliverable(s) until remediation of deficiencies has been successfully completed by the Contractor. Complete technical descriptions are provided on the following website: http://www.section508.gov.

○ Where appropriate, the Contractor and/or manufacturer must indicate whether each product is compliant or noncompliant with the accessibility standards at 36 CFR Part 1194. Further, the quote must indicate where full details of compliance can be found (e.g., Contractor’s website or other exact location).

○ The Contractor and/or manufacturer must describe how their proposed Electronic and Information Technology (EIT) solution meets at least those technical provisions, functional or business criteria, and information, documentation, and support requirements identified in the Government or Contractor Product/Service Accessibility (GPAT/VPAT). See http://www.section508.gov/.

● The following GSA policy(ies) must be followed as applicable:

○ CIO 09-48, IT Security Procedural Guide: Security and Privacy IT

Acquisition Requirements

● See Attachments 5 and 6 for additional requirements.

https://www.gsa.gov/system/files/CIO%2021001N%20GSA%20Information%20Technology%20Security%20Policy%2009-21-2022.pdf https://www.gsa.gov/cdnstatic/Security_and_Privacy_Requirements_for_I%20T_Acquisition_Efforts_%5BCIO_IT_Security_09-48_Rev_6%5D_04-15-%202021%20(1).pdf https://www.gsa.gov/cdnstatic/Security_and_Privacy_Requirements_for_I%20T_Acquisition_Efforts_%5BCIO_IT_Security_09-48_Rev_6%5D_04-15-%202021%20(1).pdf https://www.gsa.gov/system/files/Security-and-Privacy-Requirements-for-IT-Acquisition-Efforts-%5BCIO-IT-Security-09-48-Rev7%5D-07-25-2023.pdf https://www.gsa.gov/system/files/Security-and-Privacy-Requirements-for-IT-Acquisition-Efforts-%5BCIO-IT-Security-09-48-Rev7%5D-07-25-2023.pdf

In addition, the solution shall adhere to all current GSA IT Standards for hosting such a system and meet CIO 2100.1M GSA Information Technology (IT) Security Policy (March 26, 2021) https://www.gsa.gov/cdnstatic/CIO_21001M_GSA_Information_Technology_(IT)_Security_Po l icy_03-26-2021_CC044215.pdf [PDF - 793 KB]; and CIO 2104.1B GSA Information Technology (IT) Rules of Behavior (April 2, 2019) https://www.gsa.gov/cdnstatic/IT_General_Rules_of_Behavior_CIO_21041B_CHGE_1_04- 02- 2019.pdf [PDSF - 247 KB]; and all applicable GSA and NIST standards and guidelines, other Government-wide laws and regulations for protection and security of information technology.

4. Description of Information Requested

All Interested parties shall furnish the following information:

a) Name of company;

b) POC, Telephone Number(s), Address, and email address;

c) UEI Number;

d) Business Size;

e) Response to the Technical Questions

f) Rough Order of Magnitude (ROM)

5. Technical Questions:

See Attachment 2 - Workspace Resource Reservation System Technical Checklist

6. Rough Order of Magnitude:

See Attachment 3 - Workspace Reservation System ROM

7. RFI SUBMISSION INSTRUCTIONS

Please limit technical responses to a maximum of ten (10) pages total. Page limitation will consist of ten (10) pages Times New Roman, 12pt font for the technical responses. Price estimates shall be provided using Attachment 2 in MS Excel format, without formula dependency.

Responses will only be accepted if submitted electronically to the addressee(s).

No telephone inquiries will be accepted.

Please submit your written responses no later than 10:00AM, Friday, June 7, 2024 via email to the Contracting Officer, Sharmel Lane (sharmel.lane@gsa.gov) and the Contract Specialist, Zach Stone (zachary.stone@gsa.gov) and Kenya McPherson (kenya.mcpherson@gsa.gov).

mailto:zachary.stone@gsa.gov mailto:kenya.mcpherson@gsa.gov