PBS Transformation RFI 04August2025_Submitted to OIA .pdf

Request for Information

Strategic Replatforming and Modernization of

GSA's Real Estate Technology Portfolio in support of

GSA IT Services and

GSA Public Buildings Service

U.S. General Services Administration

COVER SUMMARY

The U.S. General Services Administration (GSA), through its Public Buildings Service (PBS), is seeking vendor input to inform a strategic replatforming of its real estate technology ecosystem.

This RFI is part of a broader effort to modernize PBS’s IT portfolio through a hybrid strategy that consolidates, retires, and enhances core business capabilities using modern, scalable commercial technologies.

PBS manages one of the largest and most complex real estate portfolios in the federal government. The current IT environment consists of a mix of commercial and custom-built applications, many of which were developed in a decentralized manner. As the agency undergoes application rationalization and transitions toward a hybrid architecture, we are seeking input from the market to identify innovative, modular, and interoperable solutions that align with enterprise-level business needs.

This RFI includes:

● A summary of PBS business capabilities with corresponding objectives, operational context, and expected outcomes.

● A mapping of those business capabilities to a current portfolio solution

● An overview of the current and anticipated technology landscape

● Key technical principles and response requirements for vendors

Vendors are encouraged to:

● Provide technical solutions with clear alignment with PBS’s business and technical needs

● Identify which capabilities their solutions address most strongly, and which may require third-party tools or custom development

● Offer insights, innovations, or considerations with an emphasis on using AI that may shape a future RFP

We appreciate your thoughtful and strategic input as we work to modernize PBS’s digital foundation in support of improved service delivery, operational efficiency, and mission alignment.

Responses are due by 03 Nov 2025.

TABLE OF CONTENTS

COVER SUMMARY

DISCLAIMER AND CONFIDENTIALITY NOTICE

1. OBJECTIVE

2. BACKGROUND

3. DESCRIPTION OF NEED

3.1 BUSINESS CAPABILITIES AND REQUIREMENTS

3.1.1 Process Integration and Functionality Consolidation:

3.1.2 Scalability and Flexibility

3.1.3 Modernization and Agility:

3.1.4 Data Visibility and Integration:

3.1.5 User Experience:

3.2 CURRENT TECHNOLOGY LANDSCAPE

3.3 TECHNICAL REQUIREMENTS

3.3.1 Software as a Service based solutions

3.3.2 Integration and Interoperability

3.3.3 Technology Consolidation, Reusability and Collaboration

3.3.4 Workflow and Automation Enablement

3.3.5 Security, Access, and Collaboration

3.3.6 Artificial intelligence

4. RFI RESPONSE REQUIREMENTS

4.1 SUBMISSION ARTIFACTS:

4.1.1 Response Template:

4.1.2 Written Response Document:

4.1.3 Video Demonstration:

5. RFI QUESTIONS

LIST OF TABLES

Table 1.0 Business Capability Definitions and Solution Alignment

Table 2.0 Vendor Response Video Demonstration Outline

DISCLAIMER AND CONFIDENTIALITY NOTICE

This Request for Information (RFI) is issued solely for market research and planning purposes in accordance with FAR 15.201(e). It does not constitute a solicitation (e.g., Request for Proposals, Request for Quotes, or Invitation for Bids), nor does it imply or commit the Government to any contractual obligation or acquisition strategy.

Responses to this RFI are not considered offers and will not be accepted by the Government to form a binding agreement. The Government reserves the right to determine how to proceed based on the information received, which may include issuing a subsequent solicitation, requesting additional information from respondents, or engaging in further market research activities. Respondents should not expect feedback, evaluations, or direct responses to their submissions.

GSA may contact respondents to clarify aspects of their response or to request additional details, and reserves the right to use any non-proprietary technical information submitted as part of this RFI in future acquisition planning or solicitations.

All responses will be kept confidential and used exclusively for internal Government use to inform potential future procurement strategies. Respondents are advised not to include any proprietary, classified, confidential, or sensitive information in their submissions. Any costs associated with responding to this RFI are solely the responsibility of the responding party. The information contained in this RFI is subject to change and is not binding on the Government.

1. OBJECTIVE

The U.S. General Services Administration (GSA), Public Buildings Service (PBS), is conducting market research to identify innovative, commercial off-the-shelf (COTS) solutions for modernizing its real estate technology ecosystem. This Request for Information invites responses from experienced systems integrators and solution providers who have experience implementing real estate IT solutions.

GSA is seeking information on various commercial Software as a Service (SaaS) solutions that together can address the full set of identified business requirements, in order to comprehensively support its PBS real estate business functions, enabling enhanced efficiency, improved data-driven decision-making, and streamlining operations across its nationwide portfolio. Responses may describe standalone products or integrated combinations of tools.

GSA welcomes submissions from individual vendors, consortiums, or system integrators offering modular or partnered approaches.

Respondents should consider creative, hybrid, partial, or phased strategies, particularly those that leverage AI to improve efficiency and data-driven operations, as no single solution is expected to meet all requirements. While implementation and migration details are not required at this stage, high-level insights into product fit and interoperability are appreciated.

Detailed implementation and migration plans are not required.

GSA/PBS is interested in technology recommendations that align with its enterprise-level and sub-function business capabilities. Respondents should propose solutions demonstrating strong interoperability and secure data integration, mapping them to the following high-level business capabilities:

Table 1.0 Business Capabilities and Solution Alignment

Business Capability Business Definition Current Solution

Acquisition and Contract Lifecycle Management

Objective: Streamline and standardize procurement operations to improve efficiency, compliance, and lifecycle transparency.

Appian

Operational Context: Contracts are initiated, competed, awarded, and tracked in an integrated environment that connects to finance and project planning tools.

Expected Outcome: Standardized procurement, reduced acquisition cycle times, improved compliance and audit readiness, and stronger contract performance oversight.

Lease Lifecycle Management

Objective: Ensure lease actions are compliant, timely, efficiently procured, and responsive to mission needs.

Appian, Salesforce

Operational Context: Lease transactions are managed through a central system that supports offers, negotiation, award, billing, and performance tracking.

Expected Outcome: Improved lease portfolio oversight through standardized workflows, reduced lease cycle times, increased compliance with leasing regulations, enhanced audit readiness, timely renewals, and cost-effective space utilization

Space Planning and Objective: Optimize space efficiency and support dynamic IBM Tririga, custom Java

Assignment Management workforce and mission needs. and .Net applications

Operational Context: Floorplans and occupancy data are used to model, manage and optimize space assignments in response to portfolio strategy.

Expected Outcome: Increased space utilization rates, reduced vacancy, and faster adaptation to reorganization needs.

Asset and Facilities Operations Management

Objective: Maintain facility readiness and extend asset life through proactive, integrated operations.

IBM Maximo, IBM Tririga, custom Java and .Net applications Operational Context: Asset performance, maintenance activities, work orders, and tenant service conditions are centrally managed through integrated platforms that support energy tracking, automation systems, and service efficiency. Ensuring safe, reliable, and mission-aligned facilities.

Expected Outcome: Timely preventative maintenance, improved tenant experience, reduced unplanned downtime, lower operational and repair costs, and improved asset life and performance.

Project and Capital Delivery Management

Objective: Deliver projects on time and within budget through integrated oversight and control.

Kahua

Operational Context: Project managers use shared tools to coordinate schedules,design drawings, budgets, reviews, and contract progress and compliance.

Expected Outcome: Better project delivery, fewer delays, improved compliance and transparency of construction projects.

Portfolio Planning and Performance Management

Objective: Enable data-informed decisions that align real estate assets with mission and performance goals.

IBM Tririga, ArcGIS, custom Java applications

Operational Context: Planners use performance information and decision models to guide decisions and investment strategies.

Expected Outcome: A right-sized, cost-effective, and high-performing real estate portfolio.

Customer and Stakeholder Engagement Management

Objective: Improve customer satisfaction and responsiveness through centralized service visibility.

Salesforce CRM

Operational Context: Requests and inquiries are tracked and resolved through integrated CRM platforms and customer portals.

Expected Outcome: Faster service resolution, increased satisfaction, and improved accountability.

Compliance, Risk, and Audit Management

Objective: Minimize risk and maintain readiness for audits and oversight reviews.

IBM Maximo, IBM Tririga, custom Java and .Net applications

Operational Context: Staff monitor compliance obligations and risk triggers using dashboards and workflow alerts.

Expected Outcome: Reduced findings, quicker audit response, and stronger regulatory posture.

Market Intelligence and Knowledge Management

Objective: Support smarter decisions and continuous learning through centralized, reusable knowledge.

N/A

Operational Context: Knowledge transfer through centralized, organized, easily managed artifacts best practices, templates, and market benchmarks from a searchable knowledge hub.

Expected Outcome: Faster onboarding, better-informed decision making, decreased risk and improved consistency across programs.

Enterprise Financial Operations & Strategy

Objective: Improve financial accountability, transparency, and alignment of funding to mission priorities.

IBM Tririga, Appian, Salesforce, custom Java applications Operational Context: Budget and finance teams model scenarios, track financial performance, and align with operational data.

Expected Outcome: Improve financial accountability, transparency, and alignment of funding to mission priorities.

Real Property Disposal Management

Objective: Efficiently remove underutilized or excess properties from the federal portfolio to reduce costs, minimize risk, and align assets with current mission needs.

BidHom, Salesforce

Operational Context: Disposal teams manage decommissioning, clearance, valuation, auctions and disposition workflows through integrated systems that track readiness, approvals, and transfer or sale status.

Expected Outcome: Efficiently remove underutilized or excess properties from the federal portfolio with reduced holding costs, faster disposition timelines, and increased competition and revenues through timely removal of non-essential assets.

2. BACKGROUND

PBS serves as a real estate provider for the Federal Government, overseeing the entire life-cycle of real property management, including design, construction, management and disposal of a diverse portfolio of over 7,000 assets, including courthouses, border stations, Federal office buildings, laboratories and data processing centers; 487 of these facilities are designated as historic properties. PBS’ portfolio also includes 8,000 commercial leases. PBS manages space assignments and billing; operates facilities; procures leases and manages; plans, procures and manages building repairs, alterations and renovations; and disposes of real estate.

Currently, PBS's IT application portfolio comprises a mix of modern COTS products and custom-built solutions. Applications and data integrations were developed in a decentralized manner, addressing specific program needs rather than aligning with an integrated enterprise strategy. Consequently, workflows and business capabilities are often fragmented across disparate systems, leading to duplication of effort and redundant manual data entry. This portfolio lacks the scalability and flexibility required to adapt to evolving business and technology demands, and many applications have become increasingly costly to maintain and modernize.

3. DESCRIPTION OF NEED

PBS is issuing this RFI to gather information to inform a strategic initiative to re-platform its IT application portfolio, driven by the need to improve efficiency, reduce the number of applications, and adapt to a revised business model due to significant staffing reductions.

3.1 BUSINESS CAPABILITIES AND REQUIREMENTS

3.1.1 Process Integration and Functionality Consolidation:

○ The proposed solution should combine related processes from different existing systems into unified workflows. This will reduce manual steps, eliminate the need to enter the same data multiple times, and ensure data is consistent across the organization.

○ The solution should guarantee data accuracy and prevent duplicate data from existing in multiple places.

○ The solution should streamline overlapping functions, creating simpler, more logical workflows that improve employee productivity and lower operational expenses.

3.1.2 Scalability and Flexibility

○ The solution must be easily scalable to accommodate future growth and expansion of services.

○ The software should be adaptable to changing policies and regulations, ensuring

IT alignment.

3.1.3 Modernization and Agility:

○ Software updates should be simple and efficient, minimizing the need to update multiple systems for a single policy change.

○ The cost of software updates and ongoing maintenance should be minimized.

○ The software platform should allow for quick implementation of new features and adaptations to meet evolving business requirements.

3.1.4 Data Visibility and Integration:

○ The proposed solution must provide a clear strategy for integrating data and documents across the organization. This strategy should break down existing data silos and allow business users to easily combine and analyze data from different sources.

3.1.5 User Experience:

○ The software should be “configurable” to accommodate different user roles within the organization.

○ The software should be intuitive and easy to use, minimizing the need for extensive training

3.2 CURRENT TECHNOLOGY LANDSCAPE

To provide vendors with adequate context for shaping relevant and strategic responses, the following systems and platforms represent key components of our current and anticipated IT environment. While the agency is actively undergoing application rationalization, the systems below are foundational to existing operations. However, the government is open to new and innovative solutions to replace these technologies if there is significant value that it can bring to provide a more seamless integrated solution.

● IBM Maximo – Used for building asset management and maintenance operations.

● IBM Tririga – Supports real estate portfolio management, lease administration, and capital project tracking.

● Kahua – Used for project and construction management, particularly in support of capital improvement efforts.

● Salesforce CRM - Used for customer relationship management

● Appian - Platform uses custom workflows to manage Acquisitions and Lease Management

● Databricks – Our enterprise data and analytics platform that supports data unification, advanced analytics, AI/ML capabilities, and secure data sharing.

● BidHom - Used to manage the property disposal lifecycle, including marketing surplus federal properties, managing public auction processes, and facilitating transfers to eligible entities in compliance with federal regulations.

● ArcGIS - Used for geospatial analysis, mapping, and visualization of real estate assets to support planning, space utilization, environmental assessments, and property disposal decisions.

These systems offer a high-level reference framework to help respondents understand the types of tools that may persist and to inform integration strategies, capability alignment, or opportunities to propose more effective alternatives.

Respondents are encouraged to describe how their solutions could:

● Seamlessly integrate with or enhance the value of the platforms listed above;

● Offer improved or consolidated alternatives aligned with the agency’s modernization goals;

● Support a hybrid technology environment that balances existing investments with forward-looking innovation.

Please Note: Inclusion of these systems does not imply exclusivity or guarantee of retention but is intended to provide directional clarity as part of the agency’s ongoing IT portfolio transformation under a hybrid (retain + acquire) model.

3.3 TECHNICAL REQUIREMENTS

Solutions must provide best-in-class real estate technology platforms that are intuitive, modular, efficient and minimize user friction for data entry and retrieval. Solutions must enable rapid and accurate decision-making with minimal manual effort, facilitate seamless data and document sharing across all divisions, and reduce the overall application footprint.

3.3.1 Software as a Service based solutions

○ Software as a Service Cloud-native solutions that support scalability, elasticity and high availability

○ Application Programing Interface (API)-first and extensible architecture to support modularity and future integrations

○ Comprehensive out-of-the-box functionality to meet the majority, if not all, of the stated business requirements

3.3.2 Integration and Interoperability

○ Enable comprehensive and integrated data integration across IT systems to eliminate redundant data entry, facilitate seamless cross-business workflow handoffs, and ensure consistent data taxonomy.

○ Application and data integration with existing PBS and GSA systems (see section

3.2 Current and Emerging Technology Landscape)

3.3.3 Technology Consolidation, Reusability and Collaboration

○ The solutions proposed should adhere to a minimalist software approach, prioritizing streamlined processes and reduced complexity.

○ The objective is to fully leverage all components of the platforms, even if they only satisfy 80% of the requirements, to maximize their utilization.

○ Support for collaborative document sharing, real-time editing and markup capabilities

○ Support for secure collaboration with external agencies, contractors and partners

3.3.4 Workflow and Automation Enablement

○ Desire for automation for business processes and data workflows to reduce manual efforts

○ Standardized, configurable workflows aligned to GSA/PBS business operations

(no customization)

○ Predictive analytics and intelligent forecasting tools to enhance operational planning

3.3.5 Security, Access, and Collaboration

○ Full compliance with Federal IT security and privacy standards (e.g., FISMA, FedRAMP)

○ Configurable, role-based access control to enforce least-privilege principles

○ All solutions should conform to Section 508 Digital Accessibility

○ Auditable with robust version control

○ Support for secure collaboration with external agencies, contractors, and partners

3.3.6 Artificial intelligence

○ Utilize Artificial Intelligence-driven capabilities to enhance workflow efficiency, reduce costs, and improve decision-making.

○ Utilize Artificial Intelligence to provide actionable insights through data analysis across all departments of the real estate organization.

4. RFI RESPONSE REQUIREMENTS

4.1 SUBMISSION ARTIFACTS:

4.1.1 Response Template:

■ Company Overview and Relevant Experience:

● Brief summary of the vendor’s background, core areas of expertise and past performance delivering similar solutions—specifically within government or large-scale real estate environments.

■ Solution Overview & Mapping to Functional Capabilities:

● Concise summary of the vendor’s solution(s) along with a clear explanation of how each aligns to the specific business functions and capability areas outlined in Table 1.0 Business Capability Definitions and

Solution Alignment.

● Vendors are encouraged to identify which capabilities their solution addresses most strongly, and to note any areas that may require third-party integration or custom development.

■ Cost Estimates:

● Provide high-level, non-binding pricing information on the labor and software costs. Software costs should outline typical licensing models, deployment costs, and pricing structures associated with the proposed solution(s), to support GSA’s planning and market research efforts.

■ Unique Differentiators:

● Highlight the key features, innovations or strengths that set your solution apart from others in the market, particularly in how it addresses GSA’s real estate and operational needs. This presentation may be included as part of the written response (see submission details below).

● Demonstration of efficiencies or improvements in end-to-end real estate management based on solution implementation.

4.1.2 Written Response Document:

■ Provide a written overview (maximum ten 8 ½ x 11 pages) highlighting the proposed solution(s), capability alignment, unique differentiators and any additional context that is relevant to GSA’s needs. Please keep responses concise and focused on information that supports readily available market data.

4.1.3 Video Demonstration:

■ Each required video submission must be no longer than ten minutes and should provide a concise overview of the proposed solution

■ Each required video submission must include a demonstration of how the proposed solution supports each of the high-level business capabilities and requirements outlined in Table 1.0 Business Capabilities and Solution

Alignment. Refer to Tables 2.0 for a suggested video outline.

Table 2.0 Vendor Response Video Demonstration Outline

Video Outline Allotted Time (Suggested)

Introduction/Overview Up to one minute

Business Requirements Alignment No more than six minutes

Technical Requirements Alignment No more than two minutes

Conclusion Up to one minute

● GSA invites qualified and interested parties to submit written and video responses to this RFI by 03 Nov 2025 at which time GSA will review submissions to support the development of its Request for Proposal and acquisition strategy.

● Submissions will not be returned.

5. RFI QUESTIONS

ID # RFI Questions Notes

Additional questions to answer in your RFI response

1 What are the common risks and issues encountered when implementing the proposed solution(s)?

2 What information/data points does the vendor suggest GSA include as part of the Request for Proposal in order to develop an implementation plan, timeline and risk mitigation plan?

3 For what key areas of real estate management can Artificial

Intelligence be used to increase efficiency?

4 Which of your proposed solutions are currently in use by other government agencies or large real estate organizations?

5 How does your solution help reduce manual effort or repetitive tasks across different parts of the real estate lifecycle?

6 Are your solution(s) FedRAMP ready or FedRAMP authorized? Reference: www.fedramp.gov http://www.fedramp.gov

5. RFI QUESTIONS