Compiled Questions and Answers for PBS Replatforming and Modernization RFI.pdf

Questions for RFI No. 47QACB25N0001 RFI Strategic Replatforming and Modernization of GSA's Real Estate Technology Portfolio

# Section # (start with #, i.e. 3.1) Vendor Questions Category Government Answers

1 RFI Responses Please allow Arial Narrow 9 or 10 for Graphics and Tables to support clear, detailed depictions of offeror solutions. 1. Submission/Formatting/Eligibility Approved.

2 Submission Artifacts item

Please provide specific instructions for submission of the “Optional Video,” including format (mp4) and submission method (e.g., YouTube link, Box, or other), as videos are generally too large to transmit via email.

1. Submission/Formatting/Eligibility

Any standard video format is acceptable (e.g., MP4, MOV) as long as the Government can easily access it. Vendors may provide videos via a secure, accessible link (e.g., private YouTube link, Box, or similar file-sharing platform). If using YouTube, please ensure the video is set to private or unlisted and accessible without login credentials. There is no formal file size limitation other than ensuring reliable access.

A short video demonstration is optional for all RFI responses (listed as optional in the Sources Sought reference document) and may be included at the vendor’s discretion to supplement the written response. If provided, the video should showcase the proposed solution and adhere to applicable government accessibility, size, and time guidelines.

3 Submission Artifacts item 3 Please confirm that FAR disclosure statements are allowed on the video. 1. Submission/Formatting/Eligibility

Vendors typically include a FAR 52.215-1(e) or similar disclosure statement (“This proposal includes data that shall not be disclosed outside the Government...”) on written materials to protect proprietary information. They’re asking if they can do the same on their video submissions since those might include visuals or descriptions of their intellectual property.

This is a reasonable and compliant request, and there’s no issue allowing it, as long as the video still adheres to accessibility and submission guidelines.

4 Submission Artifacts item 3 Please specify if a written transcript of the video is required for submission. 1. Submission/Formatting/Eligibility Written transcripts not required.

Submission Artifacts item

3 and 4.1.3 Video Demonstration

Please confirm that the Video submission is Optional and not required for the response to this RFI. 1. Submission/Formatting/Eligibility

Any standard video format is acceptable (e.g., MP4, MOV) as long as the Government can easily access it. Vendors may provide videos via a secure, accessible link (e.g., private YouTube link, Box, or similar file-sharing platform). If using YouTube, please ensure the video is set to private or unlisted and accessible without login credentials. There is no formal file size limitation other than ensuring reliable access.

A short video demonstration is optional for all RFI responses (listed as optional in the Sources Sought reference document) and may be included at the vendor’s discretion to supplement the written response. If provided, the video should showcase the proposed solution and adhere to applicable government accessibility, size, and time guidelines.

6 3.3.6 Artificial intelligence

What is GSA’s product roadmap for the next 2–3 years, especially regarding AI adoption?

Please provide the current GSA product roadmap to enable offerors to propose lasting and innovating solutions for GSA PBS realistically.

7. Governance, KPIs & Reliability

GSA is advancing an enterprise AI adoption strategy centered on the USAi platform.

This enables developers to integrate retrieval-augmented generation (RAG) and agentic AI capabilities securely within approved environments. Over the next 2 to 3 years, GSA plans to expand AI enablement across core business systems, embedding intelligent automation, data insight, and decision support capabilities into mission workflows.

The roadmap emphasizes responsible AI governance, data protection, and FedRAMP-aligned hosting, ensuring that all AI-enabled solutions operate within GSA’s enterprise architecture and comply with federal security and privacy standards.

7 Are there other GSA enterprise applications not listed in the RFI that GSA may want our technology stack to integrate with? 3. Target Architecture & Systems Integration

Other parts of GSA may have separate modernization initiatives underway, but PBS does not have direct insight into those efforts. Vendors should assume integration readiness with enterprise-standard GSA services such as identity management, financial, and data-sharing platforms, where appropriate and approved. Any future integration requirements with systems outside PBS would be coordinated through GSA IT and governed by established data sharing and security protocols.

8 Is the requirement for FedRAMP SaaS Solutions Low, Medium, or High? 5. Security, Compliance & Cloud The target authorization level is FedRAMP Moderate (medium), with security controls expected to extend across the full stack. From infrastructure and integration layers to the application and AI components.

9 What functions are currently done manually that GSA would like to automate? 6. Processes, Workflow & People

PBS is broadly focused on increasing automation and reducing manual processes across its real estate and asset management lifecycle. Specific functions targeted for automation will be defined in the subsequent RFP, informed by business process analysis and vendor feedback received through this RFI. The intent is to streamline repetitive, low-value tasks and improve data accuracy, workflow efficiency, and user experience across PBS operations.

10 Can you explain how Kahua is integrated to TRIRIGA to pass along lease, capital project & construction information? 3. Target Architecture & Systems Integration

Kahua and TRIRIGA are not currently integrated. Future integration opportunities may be evaluated as part of the modernization effort to improve data continuity between capital project management and lease administration functions. Vendors may propose approaches that support interoperability or data exchange consistent with the Agency's enterprise integration strategy and product roadmap.

As Databricks is your analytics platform, how is data consolidated into that platform from your other enterprise apps (Salesforce CRM, TRIRIGA, Maximo, etc.)? Is this process automated, scheduled or manual?

4. Data, Analytics & AI

We are in the initial phase of integrating Databricks into our analytics environment.

Currently, scheduled Extract, Transform, and Load (ETL) processes consolidate and load essential datasets into our Oracle data warehouse, followed by additional ETLs to model data for downstream data marts. Databricks will progressively serve as the unified analytics and AI platform as data pipelines mature.

We have found that one of the most common problems with platforms like Databricks is the need to “clean” or transform inbound data. Do you have this requirement with your integrations into Databricks and need to monitor and adjust those integrations as solutions are upgraded or changed?

Can you provide information on how often these occur?

4. Data, Analytics & AI

All data ingested into the data platform must conform to the Agency’s common data taxonomy and governance standards. Data quality and transformation are managed continuously through automated and monitored ETL processes to ensure consistency across systems. The frequency of adjustments varies by source system and update cadence.

13 What is your process for changing your Appian workflows when your enterprise applications go through an upgrade process? 6. Processes, Workflow & People

Appian workflow changes follow established GSA IT change control and governance processes. Any required workflow updates are coordinated through PBS IT Governance for approvals, implemented, tested, and deployed by development and release management teams.

14 Can you provide a high-level overview of the workflows within Appian to/from your other solutions? 6. Processes, Workflow & People

Appian currently supports selected workflow automation and approval processes across key PBS business functions, including acquisitions and lease management.

The full percentage of functional coverage across the enterprise is still being evaluated as part of the ongoing modernization analysis. The intent is to assess Appian’s role relative to other platforms and identify opportunities for consolidation or integration in the target-state architecture.

Can you provide a list of the most common issues or problems with your current architecture and solution landscape or what are the current deficiencies in your existing architecture you’d like to see addressed?

3. Target Architecture & Systems Integration

Current challenges include fragmented data integrations, inconsistent data taxonomies, and the reliance on multiple applications to perform related real estate functions. These factors contribute to redundant data entry, inefficient workflows, and limited end-to-end visibility across the enterprise portfolio.

As the desired outcome is a re-imagined architecture and platforming, can you provide a viewpoint into the levels of process changes, usage changes (from an end user perspective) and the potential cultural changes (how interested parties access and use these solutions) would affect the time-frame needed?

6. Processes, Workflow & People Specific changes are still being decided and will progress over time. The project plan will consider these evolving process and cultural shifts, as well as the extent of the technology being implemented.

17 As part of your Lease Lifecycle Management operations, what is your current lease cycle times. 6. Processes, Workflow & People Cycle times are dependent upon the size and specifics of the project. PBS typically begins replacement lease projects 24-36 months prior to experation.

How are you currently performing space utilization calculations as part of Lease Lifecycle Management and how is that information different or shared with what is TRIRIGA is performing in Space Management?

6. Processes, Workflow & People Utilization calculations are currently done outside of TRIRIGA.

19 Can you provide a list of the compliance and audit reports currently being monitored? 5. Security, Compliance & Cloud

The most frequently applicable compliance frameworks include Section 508, NIST SP 800-53 Rev. 5, and FedRAMP. Compliance and audit reporting are performed in coordination with GSA IT Security and managed as required by each system’s Authorization to Operate (ATO) and applicable federal policy.

20 What types of data sources and data formats are being ingested into Databricks? 4. Data, Analytics & AI We are in the early stages of implementing Databricks, beginning with ingestion of core building and asset information. Additional data domains (e.g., lease, project, and financial data) will be onboarded as integration pipelines mature.

21 You mentioned utilizing Databricks for data unification. What are some examples of this unification process? Does it include batch ETL/ELT, real-time data streaming, manual SQL transformations? 4. Data, Analytics & AI

We are in the initial phases of Databricks implementation, currently leveraging scheduled ETL processes to automate ingestion and transformation of key datasets.

Over time, the platform will enable greater data unification through standardized data models and automated integration workflows.

22 Can you provide an example of “secure data sharing”? What types of data assets are being shared and what is the process for them to be shared/accessed? 5. Security, Compliance & Cloud

Secure data sharing occurs through authenticated APIs with key-based access controls, aligned with GSA’s FedRAMP and NIST 800-53-compliant security requirements.

23 What is the anticipated budget range for this modernization effort and expected acquisition strategy or vehicle? 2. Acquisition & Commercials The budget and approach will be developed based on the feedback from this RFI.

24 What is the expected timeline from RFI to potential RFP release, and has funding been allocated with any phasing? 2. Acquisition & Commercials The timeline is flexible, contingent on RFI feedback and changes in IT and business processes. Funding requests will be made once the scope is clearer.

25 What is the target FedRAMP level and security boundary by component (core platform, integration layer, AI)? 5. Security, Compliance & Cloud

The target authorization level is FedRAMP Moderate, with security controls expected to extend across the full stack. From infrastructure and integration layers to the application and AI components.

26 Given the recent PBS reorganization, has the workforce sizing and organizational structure been finalized? 6. Processes, Workflow & People

The PBS organizational structure has been finalized following the recent reorganization. Workforce alignment and resource planning are ongoing and will continue to evolve in support of modernization priorities.

Which of the current systems listed (Maximo, Tririga, Databricks, Salesforce CRM, etc.) are definitively being retained versus considered for replacement by domain (lease, facilities, projects, analytics)?

3. Target Architecture & Systems Integration

All systems, with the exception of Databricks, are being evaluated for potential replacement. The Government’s preferred approach is to consolidate functions within existing platforms where feasible or introduce new solutions as needed to improve integration and reduce system redundancy. PBS is evaluating all systems for potential consolidation or replacement, with preference to retain leading platforms (e.g., TRIRIGA, Maximo, Salesforce) where feasible.

28 For the "hybrid retain and acquire model" mentioned, what is the anticipated split between retained and new systems? 3. Target Architecture & Systems Integration

The Government seeks industry input on the optimal balance between retained and new systems to deliver a modern, integrated technology stack that best supports PBS’s current and future mission needs.

29 Is GSA open to a phased implementation approach addressing capabilities in priority order rather than full portfolio replacement, and what are desired early quick wins? 7. Governance, KPIs & Reliability

Yes. PBS is open to a phased, modular implementation approach that prioritizes high-value capabilities and enables incremental modernization rather than a single full portfolio replacement. The goal is to achieve early business and operational benefits while reducing transition risk and ensuring continuity of mission-critical services.

Initial phases will likely focus on: consolidating overlapping functionality across current systems to reduce manual data entry and redundant workflows, enhancing data integration and visibility to establish a unified, authoritative data layer that can serve as the foundation for future capabilities, modernizing customer relationship management and project/asset tracking workflows to improve transparency, efficiency, and stakeholder collaboration, and leveraging AI and analytics for early insights into portfolio performance, cost management, and predictive maintenance.

PBS encourages vendors to propose flexible, outcome-driven implementation sequencing that supports measurable progress within a given timeframe, aligns with enterprise data and integration priorities, and can scale to additional capabilities over time.

30 What is the current Salesforce footprint at PBS beyond the CRM system mentioned, and are there existing licenses or enterprise agreements? 3. Target Architecture & Systems Integration

PBS utilizes six Salesforce applications under GSA’s Enterprise Agreement.

Licensing and platform administration are managed at the enterprise level to support consistent governance and scalability across multiple business areas.

31 Are there existing enterprise architecture standards, preferred integration patterns, or API management platforms we should align with? 3. Target Architecture & Systems Integration

The Agency generally aligns to the TOGAF framework for enterprise architecture.

Integrations leverage a shared data warehouse through ETLs and APIs. For this modernization effort, the incorporation of DoDAF principles where appropriate to ensure alignment with federal architecture standards. While this is not a Department of Defense system, DoDAF provides more detailed modeling conventions, particularly within the Capability, System, and Data Exchange (Operational) Views, to enhance traceability between mission requirements, system functions, and data flows.

This approach supports capability-based planning, enabling detailed traceability, interoperability, and architectural alignment between business capabilities, supporting systems, and underlying data structures. Vendors are encouraged to familiarize themselves with both frameworks and their distinctions to ensure compatibility with the Agency's architectural direction.

32 What is the priority order of the 12 business capabilities if a phased approach is considered? 7. Governance, KPIs & Reliability

The prioritization of the 12 business capabilities is currently under development and will be finalized as part of the formal RFP process. The Government is conducting internal analysis and stakeholder engagement to determine sequencing based on business value, technical dependencies, and potential for early impact.

Vendors are encouraged to provide recommendations for logical phasing or sequencing based on their experience with similar large-scale modernization efforts.

These insights may help inform the Government’s final prioritization strategy, which will be shared in the forthcoming solicitation.

33 Are there specific AI use cases that are prioritized for early implementation phases (like document extraction, triage, forecasting)? 4. Data, Analytics & AI

PBS seeks industry input on the optimal application of AI to enhance real estate lifecycle functions, with interest areas including document analysis, automation, forecasting, and predictive analytics. Vendors should propose mission-aligned, high-impact AI applications.

Can the Government clarify whether “API-first, extensible architectures” refers to the solution’s ability to seamlessly integrate with other systems through API connections, or are multiple unique API connections required?

3. Target Architecture & Systems Integration

“API-first, extensible architecture” refers to the solution’s ability to integrate seamlessly with other systems through standardized, reusable API connections rather than point-to-point or unique integrations. This approach ensures scalability, interoperability, and easier maintenance across the enterprise.

35 What percentage of the current landscape is covered by Appian? 6. Processes, Workflow & People

Appian currently supports selected workflow automation and approval processes across key PBS business functions, including acquisitions and lease management.

The full percentage of functional coverage across the enterprise is still being evaluated as part of the ongoing modernization analysis. The intent is to assess Appian’s role relative to other platforms and identify opportunities for consolidation or integration in the target-state architecture.

36 How old is the current system, and how many users does it support? 7. Governance, KPIs & Reliability

The systems within the PBS real estate technology landscape range in age from approximately 1 to 20 years. User bases vary significantly by application, encompassing both internal users and external stakeholders. As part of the modernization effort, a detailed inventory and user analysis is underway to assess system utilization, redundancy, and scalability requirements.

37 In what type of database does the data for the current system live, and how much data is stored there? 4. Data, Analytics & AI

PBS data primarily resides in Oracle databases, totaling approximately 1.4TB of operational data. Future-state architecture may incorporate cloud-based data storage and analytics to support scalability and modernization objectives.

Which of the current systems listed (Maximo, Tririga, Databricks, Salesforce CRM, etc.) are definitively being retained versus considered for replacement by domain (lease, facilities, projects, analytics)?

3. Target Architecture & Systems Integration

All systems, excluding Databricks, are being evaluated for potential replacement based on business capability alignment, technical fit, and integration readiness. The preferred approach is for vendors to consolidate functions onto existing platforms or introduce new solutions where necessary, ensuring seamless interoperability and reducing the overall number of applications in the portfolio. PBS is evaluating all systems for potential consolidation or replacement, with preference to retain leading platforms (e.g., TRIRIGA, Maximo, Salesforce) where feasible.

39 For the "hybrid retain and acquire model" mentioned, what is the anticipated split between retained and new systems? 3. Target Architecture & Systems Integration

The anticipated split between retained and new systems is under evaluation based on business capability alignment and technical fit. PBS seeks industry input on the optimal mix of existing and emerging technologies to create a modern, interoperable technology stack that supports its mission.

40 Will the Government allow an additional 5-10 pages for the response? 1. Submission/Formatting/Eligibility Five additional pages are permitted.

41 Will the Government allow 10 pt font within tables, exhibits and graphics? 1. Submission/Formatting/Eligibility Approved

42 What format is acceptable for the video? What is the file size limitation and how should it be submitted? Any details about the video are appreciated; file sizes may impact delivery. 1. Submission/Formatting/Eligibility

"Any standard video format is acceptable (e.g., MP4, MOV) as long as the Government can easily access it. Vendors may provide videos via a secure, accessible link (e.g., private YouTube link, Box, or similar file-sharing platform). If using YouTube, please ensure the video is set to private or unlisted and accessible without login credentials. There is no formal file size limitation other than ensuring reliable access.

A short video demonstration is optional for all RFI responses (listed as optional in the Sources Sought reference document) and may be included at the vendor’s discretion to supplement the written response. If provided, the video should showcase the proposed solution and adhere to applicable government accessibility, size, and time guidelines."

43 Is GSA exploring a similar data aggregation and data analytics incorporating features from the ABP RFI (Asset Business Plan) from November 2023? 4. Data, Analytics & AI

The previous Asset Business Plan (ABP) RFI addressed a narrower set of data aggregation and reporting needs focused on asset planning. The current RFI encompasses a broader modernization scope that includes those concepts but expands them into an enterprise-wide real estate data and analytics strategy integrating multiple systems and capabilities across PBS.

44 Please confirm the names of the GSA solutions that are built on the Appian framework? 6. Processes, Workflow & People EASi and GREX

45 Please confirm the names of the GSA solutions that are built on the UpTick framework. 3. Target Architecture & Systems Integration The Lease Management Tool (LMT) is the primary PBS solution built on the UpTick framework. At this time, no other PBS systems leverage the UpTick platform.

46 Please confirm the targeted RE systems that are being evaluated for UpTick framework transition. 3. Target Architecture & Systems Integration

No specific real estate systems have been designated for transition to the UpTick framework at this time. The Government seeks industry input on which systems or capabilities could be effectively transitioned or integrated into UpTick based on technical fit, functionality, and modernization value.

47 Per GSA IT General Rules of Behavior guidelines – what limits are being applied to the AI functionality stated in the RFI? 5. Security, Compliance & Cloud

All AI implementations require approval from the GSA AI Governance Board to ensure responsible and secure use. Models are restricted from accessing the public internet or external data sources to protect federal data and maintain compliance with GSA’s security and governance standards.

Regarding GSA hybrid cloud & data center use – can you please address security policies for addressing system to system integration involving FedRAMP environments and the impacts with system integration with non-FedRAMP boundary solutions and required GSA ATO’s?

5. Security, Compliance & Cloud

System-to-system integrations involving FedRAMP and non-FedRAMP environments require a Delta Security Assessment to validate that the connection meets GSA IT security and authorization requirements. This assessment ensures that security controls, data handling, and boundary protections remain compliant with the originating system’s ATO and the Ageny's overall security policies.

Can GSA provide a single representative technical solution diagram depicting the inventory of enterprise real estate solutions in their respective cloud environments that are in place and referenced in the RFI?

3. Target Architecture & Systems Integration

Due to the sensitivity of PBS' internal infrastructure, a detailed technical solution diagram cannot be shared publicly. The RFI includes sufficient high-level system context for vendor awareness. Additional architectural details may be provided under controlled conditions in later phases of the acquisition.

50 The RFI mentions a cloud-native SaaS system, does this mean the implemented system can reside in one a cloud platform such as Google Cloud, Azure, or AWS? 5. Security, Compliance & Cloud

The solution may reside in any commercial cloud platform (e.g., AWS, Azure, or Google Cloud) that holds an active FedRAMP Authorization and meets the Agency's Authority to Operate (ATO) requirements. All solutions must comply with NIST 800-53 Rev. 5 Moderate baseline controls and align with GSA’s established security and data protection policies.

The RFI mentions a preference for systems that are FISMA and FedRAMP compliant, are deployments to commercial cloud versus gov cloud required to provide documentation on how all security controls are met? Is there a specific list of security controls specified requiring adherence to be acceptable?

5. Security, Compliance & Cloud

Both commercial and government cloud deployments are acceptable if they meet FedRAMP Moderate and NIST 800-53 Rev. 5 requirements. Vendors must provide documentation showing implementation of required controls consistent with FedRAMP and Agency ATO expectations. No additional control set applies beyond the FedRAMP Moderate baseline.

The RFI calls out specific systems in GSA’s inventory of systems to integrate with, are these systems on cloud platforms already?

a.ARE THESE SYSTEMS ON GSA’S DATA CENTER OR ARE THEY IN GOV CLOUD OR

COMMERCIAL ENVIRONMENTS?

b.Are these systems already integrated using APIs?

c.Does GSA have a hybrid cloud environment, where virtual private clouds are configured in commercial environments are networked directly to GSA’s own internal network?

d.Does GSA have any systems residing in commercial or gov cloud environments that have bidirectional integration API’s? Specifically, if the system being requested is implemented on gov cloud and wants to initiate a call to one of the systems listed in the RFI and the system lives on the GSA internal network, are the firewall rules configured to permit such a transaction?

3. Target Architecture & Systems Integration

A. The current environment includes a mix of cloud-hosted and on-premises (data center) systems.

B. While ETLs are the current standard, PBS is transitioning toward API-driven, event-based integrations for near-real-time interoperability.

C. PBS operates within a hybrid environment that includes internal networks and SaaS-based solutions, connected under approved security and network configurations.

D. Interconnection between cloud and internal systems is supported through secured network connections, subject to GSA IT and FedRAMP security requirements, including boundary protections and authorization (e.g., Delta Security Assessments) to permit controlled bidirectional data exchange.

53 Are both the written response and the optional video demonstration to be submitted via email to the same POCs listed in the RFI? 1. Submission/Formatting/Eligibility

Written responses and the link to the video demonstration should be sent to the POC listed on the RFI.

Any standard video format is acceptable (e.g., MP4, MOV) as long as the Government can easily access it. Vendors may provide videos via a secure, accessible link (e.g., private YouTube link, Box, or similar file-sharing platform). If using YouTube, please ensure the video is set to private or unlisted and accessible without login credentials. There is no formal file size limitation other than ensuring reliable access.

A short video demonstration is optional for all RFI responses (listed as optional in the Sources Sought reference document) and may be included at the vendor’s discretion to supplement the written response. If provided, the video should showcase the proposed solution and adhere to applicable government accessibility, size, and time guidelines."

54 Does the 10-page limit apply only to the written response, or does it include cover pages and appendices? 1. Submission/Formatting/Eligibility 10 page + 5 pages - Total 15 pages is for the written response

55 Is the Government seeking solutions that are already FedRAMP Authorized, or would FedRAMP Ready solutions under pursuit also be acceptable at this stage? 5. Security, Compliance & Cloud

PBS will accept solutions that are FedRAMP In-Process at the Moderate baseline, provided the offeror demonstrates a clear and achievable path toward full FedRAMP Authorization and subsequent GSA Authority to Operate (ATO).

This approach enables flexibility for innovative vendors while maintaining strict adherence to federal security and compliance requirements.

56 Is there a limit on the file size for submission via email? 1. Submission/Formatting/Eligibility 25MB is the size limit

57 Are there preferred cloud providers (e.g., AWS, Azure, Google Cloud) for future deployment? 5. Security, Compliance & Cloud

PBS does not have a preferred cloud service provider. Any commercial or government cloud platform that meets FedRAMP Moderate authorization requirements and satisfies the Agency's business, security, and technical standards is acceptable for future deployment.

58 Does GSA plan to keep some existing platforms like IBM Tririga or Appian, or is a full system replacement being considered? 3. Target Architecture & Systems Integration

We plan to maintain existing platforms while consolidating business functions and reducing our overall system count. However, PBS is evaluating all systems for potential consolidation or replacement, with preference to retain leading platforms (e.g., TRIRIGA, Maximo, Salesforce) where feasible.

59 Is there any minimum qualification that a vendor must meet to respond to this RFI? 1. Submission/Formatting/Eligibility Must have prior experience implementing government IT security and Real Estate technology solutions.

60 Is GSA registration required for a firm to participate in this RFI? 1. Submission/Formatting/Eligibility

Vendors are not required to be registered in SAM.gov or on a GSA Schedule to respond to this RFI. Registration in SAM.gov would be required prior to any potential award resulting from a future solicitation. The Government has not yet determined the acquisition strategy or contract vehicle and will finalize that decision following analysis of RFI responses and additional market research.

61 What is the quantum of data, and from what system does it need to be migrated from? 4. Data, Analytics & AI

The current enterprise data warehouse contains approximately 1.4 TB of data sourced from a combination of on-premises and cloud-based systems. These include datasets supporting real estate, asset management, project delivery, and financial operations.

The data volume and scope are expected to evolve as integration with additional enterprise systems progresses. Detailed data migration requirements, including dataset mapping and transformation rules, will be defined as part of the formal RFP process.

62 RFI, Sec 3.2 & 3.3.1;

"Unify or Integrate?"

The RFI specifies a "hybrid (retain + acquire) model" and an "API-first architecture". Does PBS envision a central "orchestration layer" to unify workflows across incumbent systems, or is the primary goal a phased replacement of these systems?

3. Target Architecture & Systems Integration

PBS envisions a phased modernization approach supported by a central orchestration layer that facilitates interoperability across retained and new systems.

The orchestration layer will enable secure, standardized data exchange and workflow coordination between legacy and modern platforms, ensuring data integrity and continuity of operations during the transition period. This approach allows PBS to achieve incremental modernization while maintaining accurate cross-system reporting and minimizing disruption to mission-critical functions.

63 RFI, Sec 3.3.4 The RFI requires "configurable workflows (no customization)." Given the unique and complex processes in federal real estate, how does GSA define the line between complex configuration and prohibited customization, especially when orchestrating workflows across multiple COTS products?

6. Processes, Workflow & People

Customization is discouraged unless configuration cannot meet mission-critical needs and is pre-approved under GSA IT governance. PBS' intent is for vendors to leverage out-of-the-box (OOTB) functionality and configuration to meet workflow requirements.

OOTB capabilities refer to standard features, tools, and workflow components natively available within the commercial platform, used without altering the underlying software code.

Configuration involves tailoring these native capabilities through available administrative tools (e.g., workflow designers, form builders, business rules, or role-based settings) to align with agency processes while maintaining the vendor’s supported upgrade path.

Customization, by contrast, involves modifying or extending the platform’s core codebase, creating bespoke components or plug-ins, or requiring vendor development outside standard support boundaries. Such customizations introduce higher cost, complexity, and maintenance risk and are therefore prohibited unless explicitly approved by the Government.

Vendors should propose solutions that meet requirements through OOTB functionality and configuration options only, ensuring scalability, maintainability, and compliance with future platform upgrades.

RFI, Sec 3.0 ("significant staffing reductions"), Sec

3.1.1 ("Process Integration and Functionality Consolidation"); EO 14210 ("Workforce Optimization Initiative")

The RFI's central goal is to improve efficiency for a reduced workforce by consolidating processes.

To help us propose a solution that directly supports this, could GSA provide current-state business process maps, standard operating procedures, and detailed role definitions for 3-5 high-impact, cross-functional value streams (e.g., 'Lease Procurement to First Payment,' 'Capital Project Ideation to Asset Capitalization,' or 'Tenant Service Request to Work Order Closeout')?

6. Processes, Workflow & People

This RFI is intended to gather industry input that will inform the design of future-state business processes and modernization priorities. Current-state process maps, standard operating procedures, and role definitions will be refined and validated during the next acquisition phase and shared as part of the formal solicitation.

The Government seeks vendor insight into best practices for cross-functional process optimization to support a reduced workforce and improved operational efficiency across the real estate lifecycle.

RFI documents: Sec 5.

RFI QUESTIONS (Page

14) and also GENERAL

QUESTIONS AND

FEEDBACK (Page 4)

The RFI instructions seem to indicate that GSA would like to have vendor responses to the 6 questions listed in section 5, along with vendor questions submitted to GSA by October 15. Please advise if these answers also need to be included in our RFI response due on 11/3.

1. Submission/Formatting/Eligibility Any additional information provided by PBS should be incorporated into vendor responses.

66 RFI, Purpose and Background (Page 3–4)

Can GSA clarify whether the modernization effort includes legacy system retirement or coexistence during transition (i.e., hybrid operation of legacy and new platforms)? 3. Target Architecture & Systems Integration

PBS anticipates a phased modernization approach that includes a period of coexistence between legacy and new platforms to ensure continuity of business operations and data integrity during transition.

The long-term goal is to retire legacy systems once equivalent functionality has been fully migrated, validated, and stabilized within the new environment. This approach minimizes disruption while enabling a controlled, risk-managed transition to the target-state architecture.

67 RFI, Section 1 Objectives, (Page 4-5)

The technology stack covers several different contracts, how does GSA plan on consolidating them for this program. Will the software licenses remain under the current contracts or will they be combined or eliminated?

2. Acquisition & Commercials

The Government’s goal is to reduce the number of contracts and streamline enterprise software management where feasible. Software licenses are expected to be managed separately from implementation and support contracts unless vendors can demonstrate clear cost or operational efficiencies through consolidation.

Decisions regarding contract and license alignment will be finalized during the acquisition planning phase, with a focus on reducing administrative overhead, optimizing spend, and improving lifecycle management across the technology stack.

RFI, Section 1 Objectives, (Page 4-5), Current Environment (Page 5-6)

Can GSA provide a complete view of its current real estate technology landscape - including architectural, network, data flow, and process diagrams - along with details on existing integrations or APIs with other federal systems (e.g., FM, HR, procurement) and a list of all current applications and data sources to inform modernization planning?

3. Target Architecture & Systems Integration

Due to the sensitive nature of the Agency's enterprise architecture artifacts, including network and data flow diagrams, these materials cannot be shared at the RFI stage.

The Government intends to provide additional architectural and integration details, including system relationships, API inventories, and data sources, during the formal solicitation phase to support solution design and accurate planning.

69 RFI, Objectives and Vision (Page 4–5)

Can GSA rank or weight its modernization priorities such as, user experience, scalability, cybersecurity, interoperability, or cost efficiency? 7. Governance, KPIs & Reliability

PBS considers all of these factors (user experience, scalability, cybersecurity, interoperability, and cost efficiency) critical to the success of its modernization initiative. Their relative weighting will continue to be refined as part of the formal RFP process.

At this stage, PBS is emphasizing user experience, cybersecurity, and interoperability as foundational priorities to ensure secure, efficient, and mission-aligned solutions. Scalability and cost efficiency remain key considerations that will guide solution evaluation and long-term sustainability.

Further prioritization and formal evaluation weighting will be communicated in the solicitation.

RFI, Current Environment Overview (Page 5–6)

Has GSA identified current system bottlenecks or user experience challenges that should be prioritized in proposed solutions? 6. Processes, Workflow & People Specific requirements and pain points will be provided during the Request for

Proposal (RFP) solicitation.

RFI, Industry Engagement and Response Format (Page 7–8)

Does GSA anticipate a single vendor integrator or a multi-vendor ecosystem approach (best-of-breed modular delivery)? 2. Acquisition & Commercials

The Government seeks industry input on the most effective delivery approach (whether a single vendor integrator or a multi-vendor, best-of-breed ecosystem) and requests that offerors justify their recommended model based on efficiency, risk mitigation, interoperability, and long-term sustainability.

PBS is open to either approach, provided it delivers measurable value, supports seamless integration, and aligns with the Government’s modernization objectives.

72 RFI, Constraints and Compliance (Page 8–9)

Can GSA provide rough order of magnitude (ROM) budget guidance or contract ceiling estimates for industry planning? 2. Acquisition & Commercials

The Government does not have a defined budget ceiling to share at this stage.

Budget planning and prioritization are ongoing and will be informed by insights received through this RFI process.

The overarching objective is to increase operational and cost efficiency across the real estate technology portfolio, especially in light of reduced budgets and evolving mission priorities. Additional budgetary details may be provided in the formal solicitation, as appropriate.

73 RFI, Constraints and Compliance (Page 8–9)

What are the expected IL levels or FedRAMP authorizations for cloud-based components? 5. Security, Compliance & Cloud

FedRAMP Moderate. All cloud-based components must meet FedRAMP Moderate authorization requirements and align with associated NIST 800-53 Rev. 5 security controls.

74 RFI, Timeline and Milestones (Page 9–10)

What is the target duration of the modernization initiative, from award through full operational capability? 7. Governance, KPIs & Reliability

PBS anticipates a multi-year modernization effort that will be implemented in phased releases to minimize business disruption and enable early delivery of value.

The target duration from award through full operational capability is expected to be approximately 3–5 years, depending on the final solution approach, sequencing of business capabilities, and funding availability.

Additional details, including key milestones and implementation timelines, will be provided in the formal solicitation.

75 RFI, General What AI/ML use cases are currently deployed on Databricks? 4. Data, Analytics & AI

None at this time. GSA is in the early stages of its Databricks implementation and is currently focused on establishing foundational data pipelines and governance. Future phases will explore AI/ML use cases to enhance analytics, forecasting, and decision support once the platform matures.

76 RFI, General Does PBS also utilize USAi as an AI platform? 4. Data, Analytics & AI

Yes. PBS plans to leverage GSA’s enterprise USAi platform as its primary AI environment. The platform will be accessed via secure APIs for integration with PBS systems, enabling the incorporation of AI capabilities such as retrieval-augmented generation (RAG) and agentic workflows while maintaining compliance with GSA data protection and governance standards.

77 RFI, General

FAS recently released an RFI (in September) for an end-to-end procurement platform. From a cross- GSA enterprise perspective, is PBS considering alignment or migration of its contract writing and procurement-related capabilities to that new platform when it becomes available?

3. Target Architecture & Systems Integration

Alignment with enterprise procurement modernization efforts, such as the FAS end-to-end procurement platform, is not currently planned in the short term. However, PBS will continue to evaluate potential alignment opportunities as those enterprise capabilities mature and as PBS’s modernization roadmap progresses.

78 RFI, General

As GSA continues to advance its modernization strategy, does PBS plan to provide As- Is and To-Be business capability diagrams as part of the eventual RFP process? A To- Be view-framed through the lens of key personas would be particularly valuable in understanding PBS’s envisioned end-to-end ecosystem and how it connects to the broader GSA enterprise architecture.

3. Target Architecture & Systems Integration

We appreciate the suggestion. PBS plans to provide As-Is and To-Be business capability and architecture views, where available, as part of the formal RFP package to help offerors understand the current environment and envisioned future-state ecosystem.

Additional artifacts, including capability, system, and data-exchange views, may also be shared to support alignment with GSA’s broader enterprise architecture and modernization objectives.

79 RFI, General What is your vision for the low-code/no-code tools in the future state? 3. Target Architecture & Systems Integration

PBS envisions low-code and no-code (LCNC) platforms as key enablers of agile modernization, empowering business and technical users to design, automate, and adapt workflows rapidly while maintaining enterprise governance and security compliance.

In the future-state environment, LCNC tools will:

1. Accelerate delivery of business capabilities through configurable, reusable components rather than custom code.

2. Enable business process owners to contribute to solution development through guided, governed “citizen development.”

3. Reduce reliance on heavy custom development, supporting faster response to policy and operational changes.

4. Integrate securely with enterprise systems via APIs and follow GSA’s IT governance, FedRAMP, and data protection requirements.

The overarching goal is to establish a governed LCNC ecosystem that promotes innovation and agility while preserving architectural integrity, security, and alignment with GSA enterprise standards.

Please identify how many users are expected to use this system. If possible, please provide a breakdown by role - administrator (full rights), viewer (just able to see the data but no editing), editor (able to enter and update data)

6. Processes, Workflow & People PBS seeks a blend of COTS solutions, not a single system, to address the RFI's requirements. Approximately 3,000 internal and 3,000 external users across roles such as lease, asset, contracting, and facility management.

81 Are any existing systems listed in Table 1.0 already planned for decommissioning? If so, which ones and what is the target decommissioning date 3. Target Architecture & Systems Integration

No systems listed in Table 1.0 are currently approved for decommissioning.

However, system rationalization and consolidation opportunities are under evaluation as part of the broader modernization and portfolio optimization effort.

82 Can you clarify whether there are any specific FedRAMP compliance levels required for our proposed solution? 5. Security, Compliance & Cloud

FedRAMP Moderate. All cloud-based components must meet FedRAMP Moderate authorization requirements and align with associated NIST 800-53 Rev. 5 security controls.

83 Could you provide more details on the data security and privacy requirements beyond FedRAMP?

Are there any additional compliance standards or certifications required? 5. Security, Compliance & Cloud

In addition to FedRAMP Moderate authorization, all solutions must obtain a GSA Authority to Operate (ATO). The ATO process builds upon FedRAMP by incorporating GSA-specific security and privacy controls, including enhanced authentication, encryption, and environment segregation requirements.

These controls ensure alignment with GSA IT Security Policy, NIST 800-53 Rev. 5, and GSA implementation guidance for protecting Controlled Unclassified Information (CUI).

84 Could you provide details on the versions of Maximo and Tririga currently being used? 3. Target Architecture & Systems Integration IBM Maximo is currently being upgraded to MAS 9.

IBM Tririga is operating on Application Suite 11.6 and Platform 5.0.

85 Please identify which current systems are Saas and which are on premises applications? 3. Target Architecture & Systems Integration

Approximately 55% of current systems are Cloud/SaaS-based, while 45% remain on-premises.

As part of the modernization effort, PBS is evaluating opportunities to increase SaaS adoption and reduce reliance on on-premises infrastructure where feasible and compliant with GSA IT security policies.

86 Does GSA intend on releasing an RFP building off of this RFI during FY26? 2. Acquisition & Commercials Yes. It is PBS' intent to release a Request for Proposal (RFP) building upon the insights and industry feedback gathered through this RFI, with planning activities aligned to the FY26 timeframe, subject to internal review and funding availability.

87 While recognizing that GSA is requesting vendors provide recommended budgets, has GSA already established a budget range for this opportunity? If so, can that please be shared? 2. Acquisition & Commercials

The Government has not yet established a defined budget range for this initiative.

Budget planning and prioritization are ongoing and will be informed by insights gathered through this RFI process.

The primary objective is to maximize efficiency and value within existing fiscal constraints, aligning future investments to business priorities and modernization outcomes.

88 Which legacy systems or functional domains does GSA view as top priority for replacement or consolidation in the next 12–18 months? 3. Target Architecture & Systems Integration

Specific legacy systems or functional domains prioritized for replacement or consolidation have not yet been finalized. PBS is currently conducting internal assessments and dependency analyses to identify the highest-impact areas for…