Task Order 2 - Work Order Tracking System (updated 4-26-2022).pdf
PDF 138 KB Posted
- Solicitation number
- 693JF722R000007
View the file
Other files
Show all 19
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
TASK ORDER 2: WORK ORDER TRACKING AND ASSET MANAGEMENT SYSTEM
1. Objective The United States Merchant Marine Academy (USMMA) lacks historical data to document facility systems conditions, types, times, or number of repairs, nor any cost information for this requirement. This objective of this Task Order is to resolve the lack of information through the institution of a Federal Risk and Authorization Management Program (FedRAMP) authorized software as a service (SaaS) platform such as Maximo, or equally capable enterprise asset management software. The objective is to establish and populate a database to track installation, repair, and maintenance information for all facilities and their systems.
2. Scope of Work The Contractor shall provide a cloud based, FedRAMP certified, software as a service (SaaS) platform to automate the operation and maintenance repairs record keeping requirements, centralize the asset management functions of building operations, and track Service Calls and Requests. On-premise solutions or solutions lacking FedRAMP authorization or Joint Authorization Board (JAB) authorization at Moderate or above will not be considered. This SaaS shall provide at a minimum the following functions:
Asset Repository Asset Maintenance Data Task Assignment for upcoming maintenance Maintenance scheduling User Roles for multiple levels of facilities management Service scheduling optimization Business rule application Work Order requesting
a. The Contractor shall provide all hardware and software to support and maintain the SaaS platform.
b. Such hardware and software must be maintained current and up to date in terms of licensing, revision, software compatibility and security updates or patching.
c. The SaaS shall be put into production, operated, and maintained in compliance with GSA information technology policies and DOT information technology policies at all times.
d. The SaaS must be vetted and approved by Department of Transportation’s Office of Chief Information Officer (OCIO) prior to the system being deployed to production and full use. The SaaS shall not be put into production or use until it receives an Authority to Operate (ATO) from MARAD’s OCIO.
e. The Contractor shall implement and manage the SaaS platform that prioritizes work orders, and asset management system to maintain control of utilized assets, such as computer equipment.
f. The Contractor shall determine the optimal enterprise asset management system to implement, and integrate USMMA business rules into the SaaS platform. The SaaS must provide a regulated system to monitor maintenance processes and associated management tasks.
g. The Contractor shall provide training to USMMA staff and develop reference materials for future evolution of the asset tracking tool.
3. Minimum Requirements
a. Manage source information for service requests from multiple medium, i.e.; telephone, email, fax, chat or other electronic transmission, written report or direct verbal communication.
b. Direct and dispatch service requests, including requests issued to other Contractors attached to USMMA.
c. Track all equipment/assets, service requests, work orders, preventive maintenance, repairs, quality control, and other associated information necessary for efficient maintenance.
d. Audit the SaaS inventory on an ongoing basis (annually at a minimum), and annotate in the SaaS equipment needed to be added, removed, or changed. Provide change recommendations and make changes as directed by the process and at the direction of the CO or COR.
e. Maintain accurate equipment data in SaaS including, at a minium Equipment ID, Equipment Type, Equipment Description, Asset Identification Code, Manufacturer, Model Number, Serial Number, Equipment Status, Building Number, and Location (including floor, room, and location description).
f. Enter data, reports, or service request completion actions for the purpose of maintaining a complete facility record.
g. Generate and provide reports, data, etc. from the SaaS for any services captured within the SaaS database when such are requested by the CO or COR.
h. Utilize and support existing and future labeling and labeling conventions.
i. Utilize and maintain the same asset identification system and task designator coding for all equipment, compliant with the Government’s national asset identification coding and the GSA Public Building Maintenance Standards.
j. Provide suitable and sufficient training to Government personnel to enable the Government’s access to and review of the SaaS databases and reports functions adequate for an independent verification of performance on the contract. Such training may be required as frequently as annually for up to 5 personnel, when requested by the COR.
k. Utilize email notifications to provide appropriate parties, (i.e., initiator) status updates on service call and repair activities.
l. Implementation of Internet Protocol version 6 (IPv6) by 2025.
m. Encryption of all data at rest and in transit in accordance with Federal Information
Processing Standards (FIPS) 140-2 or its successors.
n. Multifactor authentication, integrated with the DOT enterprise solution, upon initial operational capability of the facility asset management and preventive maintenance solution.
o. Logging and other data feeds and monitoring in compliance with DOT, GSA/FedRAMP and Department of Homeland Security/ Cybersecurity and Infrastructure Security Agency (DHS/CISA) requirements by the DOT CISO, DOT SOC, and DHS/CISA.
p. Integration with the DOT Zero Trust Solution Architecture when DOT’s solution is sufficiently mature to make integration cost-effective and time-efficient, or as otherwise directed by the DOT CIO.
q. Other personnel security, cybersecurity and privacy requirements as described in application DOT Acquisition policy, regulation, and guidance.
4. Data Expectations and Management The data used to populate and manage the SaaS platform shall meet the following requirements:
a. Software licenses must be transferrable
b. Complete data rights shall be held by the Government
c. Government has the right to share data with other companies, in the event of recompetes
d. Government shall make final decisions on data inclusions to populate the system
i. The data incorporation process must include multiple review cycles
ii. The government shall review and approve any additional data before inclusion in the system after the initial deployment
5. Period of Performance is from date of this task order through completion of the contract.
6. Primary place of performance is on the USMMA campus at 300 Steamboat Road, Kings
Point, NY 11024.
7. Security Requirements The Contractor must abide by and adhere to DOT, MARAD, and USMMA security policies as related to the following:
Physical Security Information and Data Security Personnel Security
8. Deliverables are due not later than 30 days after contract award.
Deliverable Minimum Requirement
Research Status Reports Reports must include all major incidents and be capable of generating complete incident descriptions as well as after-action commentary.
Research Status Reports Reports must include all major incidents and be capable of generating complete incident descriptions as well as after-action commentary.
Business Rules Documentation
Documentation must include information on how incidents get categorized and prioritized and how unplanned incidents relate to regular preventative maintenance tasking. The documentation must also include, for each building and its equipage, what preventative maintenance activities (with their respective periodicity) for each building will be accounted for within Maximo or equivalent.
Project Management Plan The Plan must include the goals, scope, key achievements, timeline, budget, WBS, HR plan, communications plan risk management plan, and quality standards for the project.
Execution Plan The plan must address all phases for maintenance and repair including:
initial tracking and reporting of incidents; integrating preventative maintenance schedules on a building-by-building basis, grounds maintenance activities, expanding and refining the prioritization of activities (to get the right resources for resolution of each incident).
Training Materials This document must include information on training the Federal employees on the system’s operation. Generally, the information will include how the system will be used, data collected/reported, and areas of future growth as the campus as the maintenance work increases in proactive capabilities.
Communications Plan The plan must address how incidents or regular activities are handled and communicated including who needs to be notified, what information needs to be conveyed and how quickly the information must be disseminated after an incident. The plan will also identify any deviations between normal workdays/hours versus after hours versus holidays and weekends.
Business Case Following the development of the initial set of business rules, this document must include the cost impacts of deferred maintenance to the cost of incident handling so that management can make a decision as to how they want to prioritize the overall maintenance activities on campus.
Maintenance Plan(s) This plan must include descriptions of elements that have to be considered as part of regular inspections and preventative maintenance. The plan needs to include each building and area of campus.
Test Strategy This document must include scope and overview; test approach; test environment; testing tools;
release control; risk analysis; and review and approvals.
User Case Guide The document must include a group of “activities” diagrams that reflect various roles that support campus maintenance, and for each variety/category of incident, shows the steps to resolution, and for each step the responsible party and the scope of the individuals’ responsibility.
User Roles The document must define the “functional” roles and which positions relate to each functional role.
9. Performance Standards
Required Services Performance Standard Minimum Standard Method of Surveillance Incentive
Work Status Report Weekly 80% of all work orders reflect status less than 24 hours old
Work Status Report
Non-conforming services will result in Non- Conforming Reports issued to Contractor and potential negative CPARS report.
New Work Orders Monthly 100% capture New Work Orders
Non-conforming services may result in Non- Conforming Reports issued and a potential negative CPARS narrative.
Work Orders Assigned
Monthly 90% standing work orders assigned in less than 3 days
Work Orders Assigned
Non-conforming services may result in Non- Conforming Reports issued to Contractor and potential equitable adjustment by the Contracting Officer.
Work Orders Completed
Monthly 90% standing work orders completed in less than 15 days
Work Orders Completed
Non-conforming services may result in Non- Conforming Reports issued and a potential negative CPARS narrative.
Deliverable Minimum Requirement Minimum Standard Method of Surveillance Incentive
Research Status Reports
Reports must include all major incidents and be capable of generating complete incident descriptions as well as after-action commentary.
Zero Deviation from performance standard.
Review by COR and other stakeholders and acceptance by the Contracting officer.
Non-conforming services may result in Non- Conforming Reports issued and a potential negative CPARS narrative.
Research Status Reports
Reports must include all major incidents and be capable of generating complete incident descriptions as well as after-action commentary.
Zero Deviation from performance standard.
Review by COR and other stakeholders and acceptance by the Contracting officer.
Non-conforming services may result in Non- Conforming Reports issued and a potential
Business Rules Documentation
Documentation must include information on how incidents get categorized and prioritized and how unplanned incidents relate to regular preventative maintenance tasking. The documentation must also include, for each building and its equipage, what preventative maintenance activities (with their respective periodicity) for each building will be accounted for within Maximo or equivalent.
Zero Deviation from performance standard.
Review by COR and other stakeholders and acceptance by the Contracting officer.
Non-conforming services may result in Non- Conforming Reports issued and a potential negative CPARS narrative.
Project Management Plan
The Plan must include the goals, scope, key achievements, timeline, budget, WBS, HR plan, communications plan risk management plan, and quality standards for the project.
Zero Deviation from performance standard.
Review by COR and other stakeholders and acceptance by the Contracting officer.
Non-conforming services may result in Non- Conforming Reports issued and a potential
Execution Plan The plan must address all phases for maintenance and repair including:
initial tracking and reporting of incidents; integrating preventative maintenance schedules on a building-by-building basis, grounds maintenance activities, expanding and refining the prioritization of activities (to get the right resources for resolution of each incident).
Zero Deviation from performance standard.
Review by COR and other stakeholders and acceptance by the Contracting officer.
Non-conforming services may result in Non- Conforming Reports issued and a potential negative CPARS narrative.
Training Materials This document must include information on training the Federal employees on the system’s operation.
Generally, the information will include how the system will be used, data collected/reported, and areas of future growth as the campus as the maintenance work increases in proactive capabilities.
Zero Deviation from performance standard.
Review by COR and other stakeholders and acceptance by the Contracting officer.
Non-conforming services may result in Non- Conforming Reports issued and a potential negative CPARS narrative.
Communications Plan
The plan must address how incidents or regular activities are handled and communicated including who needs to be notified, what information needs to be conveyed and how quickly the information must be disseminated after an incident.
The plan will also identify any deviations between normal workdays/hours versus after hours versus holidays and weekends.
Zero Deviation from performance standard.
Review by COR and other stakeholders and acceptance by the Contracting officer.
Non-conforming services may result in Non- Conforming Reports issued and a potential negative CPARS narrative.
Business Case Following the development of the initial set of business rules, this document must include the cost impacts of deferred maintenance to the cost of incident handling so that management can make a decision as to how they want to prioritize the overall maintenance activities on campus.
Zero Deviation from performance standard.
Review by COR and other stakeholders and acceptance by the Contracting officer.
Non-conforming services may result in Non- Conforming Reports issued and a potential negative CPARS narrative.
Maintenance Plan(s) This plan must include descriptions of elements that have to be considered as part of regular inspections and preventative maintenance.
The plan needs to include each building and area of campus.
Review by COR and other stakeholders and acceptance by the Contracting officer.
Non-conforming services may result in Non- Conforming Reports issued and a potential
Test Strategy This document must include scope and overview; test approach; test environment;
testing tools; release control;
risk analysis; and review and approvals.
Review by COR and other stakeholders and acceptance by the Contracting officer.
Non-conforming services may result in Non- Conforming Reports issued and a potential negative CPARS narrative.
User Case Guide The document must include a group of “activities” diagrams that reflect various roles that support campus maintenance, and for each variety/category of incident, shows the steps to resolution, and for each step the responsible party and the scope of the individuals’ responsibility.
Review by COR and other stakeholders and acceptance by the Contracting officer.
Non-conforming services may result in Non- Conforming Reports issued and a potential negative CPARS narrative.
User Roles The document must define the “functional” roles and which positions relate to each functional role.
performance standard
Review by COR and other stakeholders and acceptance by the Contracting officer.
Non-conforming services may result in Non- Conforming Reports issued and a potential
File details come from the government source that posted it. Updated .