75F40120Q00023 (1222946 - 1222308) SOW (Released w. RFQ on 02-21-2020).docx

RFQ 75F40120Q00023 (1222946 – 1222308)

Food and Drug Administration (FDA) Office of Facilities Engineering and Mission Support Services (OFEMS)

Attachment A:

Statement of Work for Facility Management System (FMS) Administration and Data Management

Background In response to Executive Order 13327, Federal Real Property Asset Management, the Food and Drug Administration (FDA) implemented an automated Facility Management System (FMS) to track facilities and report to the Department of Health and Human Services (HHS) quarterly. U.S. population growth and demographic trends continue toward an increasingly aged and longer-lived population, with attendant increasing health care expectations and needs. Consequently, the volume and scope of FDA services continues to increase. FDA staff increases to meet these needs continue to grow year after year, with the immediate cause being user fee legislation and other drivers. Simultaneously, government policy in the interest of budget limitation, space use efficiency, and environmental stewardship limit the FDA’s ability to acquire additional space to house staff. FDA relies on the FMS data to support requests for additional space and for daily space management in existing facilities.

The current FMS is called ARCHIBUS. FDA currently uses the following ARCHIBUS modules: Real Estate Portfolio Management, Space Planning & Management, Building Operations, and Extensions & Frameworks. FDA may implement additional modules in the future. The FMS has become the system of record for personnel location and is an integral part of facilities strategic planning for the Agency. ARCHIBUS has a 2-way information flow with FDA’s enterprise personnel system.

FDA is currently using version 23.2 in ARCHIBUS Smart Client, ARCHIBUS Web Central, and the Smart Client Extension for AutoCAD. After the award of this contract, FDA may upgrade to new versions as they are released.

Objectives The objectives of this contract, for which the Contractor shall be responsible for fulfilling, are to work in coordination with, and under the direction of, OFEMS staff to: provide continual FMS administration and support with minimal system lag; meet FDA information technology (IT) system and reporting requirements; meet FDA information technology security system and reporting requirements; ensure accurate and timely responses to Federally mandated reporting; provide real-time end-user assistance, trouble shooting, and any requested data; communicate system changes and provide training; provide comprehensive project plans for FMS solutions; and complete additional FMS tasks, as required.

Requirement The Contractor shall provide support services in the form of system administration, software installation and implementation, data maintenance, user guides, user training, and continued implementation of an automated facility management system (i.e., ARCHIBUS); support project teams involved in space planning, alteration, construction, and repair projects for facilities owned and/or operated by FDA; provide the computer-aided design (CAD)/computer-aided facility management (CAFM) administration for FDA; and provide helpdesk support to end users.

Specific Task Requirements/Qualifications/Deliverables The Contractor shall perform the following tasks in support of facilities and FDA components, as assigned:

I. GENERAL

A. Support Services - The Contractor shall provide support services in the form of system administration, data maintenance, user training, and continued implementation of an automated FMS (i.e., ARCHIBUS); supporting project teams involved in space planning, alteration, construction, building operations, and repair projects for facilities owned and/or operated by FDA; and serving as the CAD/CAFM Administrator for FDA.

1. The Contractor must be a current authorized ARCHIBUS business partner in good standing, who can demonstrate the appropriate skills in the current version of the software which includes all modules and consoles within the ARCHIBUS product line, especially with the features and functionality the FDA is deploying (i.e., the real property and lease management, space management, building operations, overlay with design management for AutoCAD, hoteling, preventive maintenance, on-demand work, service desk, strategic master planning, project management, and portfolio forecasting modules).

2. In providing the required services, the Contractor shall apply its familiarity with the reporting requirements imposed by the Federal Real Property Council (FRPC); work with other Federal agencies, as necessary, in the areas of space management and real property asset inventory management; and work with Federal clients using the ARCHIBUS product.

B. Customer Service – OFEMS is a customer service organization. The Contractor shall provide the highest level of professional customer service to customers in OFEMS and in other organizations within FDA.

C. Communication – The Contractor shall keep the FDA program manager continually informed of project status, system changes, data requests, meeting outcomes, and IT requirement changes.

D. Independence - The Contractor is expected to work pro-actively and independently, and to schedule and manage work effectively.

E. Reporting – The Contractor shall provide meeting minutes and project reports, as requested.

F. Mandatory Training – The Contractor’s staff shall complete any and all FMS-related training required by FDA, within set timeframes, at the Contractor’s expense.

G. Security Clearance – All Contractor staff shall be required to pass FDA security requirements, including a background check, so they can be officially badged to work in FDA space and access the FDA network. See Attachment E, FDA Personnel Security Requirements, for requirements related to Security Clearance of all contractor staff.

H. Travel – The Contractor may be required to travel as needed. If travel is required, it must be pre-approved in writing by the COR. Actual travel costs may be reimbursed by FDA at the Government rate and are subject to the limitations contained in the Federal Travel Regulations.

I. Alternate Work Location

1. The FMS Administrator/Data Manager is expected to perform the duties of this SOW on-site within OFEMS’ designated area. Approval to work at an alternate location (e.g., telework) will only be approved on an as-needed basis, through advance written notification from the COR.

2. The Developer/CAD Technician may work at a contractor provided alternate location (e.g. telework) if they are able to perform all tasks/requirements and responsibilities stated within this SOW. If the COR or FMS Program Manager finds that the Developer/CAD Technician is unable to perform these tasks at an alternate location (e.g. telework) it will be expected that the duties must be performed on-site within OFEMS’ designated area.

II. The FMS ADMINISTRATOR/DATA MANAGER shall perform the following tasks (minimum of 10 years of experience is required):

A. System Administration – Perform all tasks necessary to maintain a functional database, including but not limited to:

1. Complying with FDA IT and IT Security requirements – represent OFEMS in IT discussions, report on meetings, and advise OFEMS for IT related actions.

2. Assist with data migration – includes any new systems/databases related to the FMS implemented at FDA or HHS for reporting purposes.

3. Software:

4. User Accounts:

a. Create new user accounts.

b. Maintain user accounts and access – including periodic review of usage, identifying inactive accounts, deleting accounts, as necessary, provide reports, as needed.

c. Create and manage user navigation.

d. Maintain and create user roles and user restrictions for different levels of access.

5. Reporting:

a. Provide any required reporting in a timely manner.

6. Documentation:

d. All documentation must be stored on a shared network drive accessible to the FMS Program Manager.

7. User guides – Draft, finalize, maintain, disseminate.

8. Initiate and monitor communication and data flow between FMS and other systems.

9. Reset the system when failure occurs; communicate status via system notifications to OFEMS and end users.

10. CAD/CAFM – The FMS Administrator must have expert level ability (i.e., the ability to perform the tasks with ease and independence) with ARCHIBUS, AutoCAD, and Auto CAD Architecture (experience with Revit will be considered a strength):

a. Review 3rd party architectural and engineering construction documents.

b. Utilize knowledge and understanding of space standards and methodologies, including, but not limited to, the BOMA office space standard.

c. Formulate utilization rates for FDA facilities using appropriate formulas.

d. Document and communicate CAD/CAFM changes.

e. Develop and communicate drawing standards.

f. Maintain master drawings electronically.

11. ARCHIBUS Views – Utilize knowledge and understanding of FDA’s requirements; creating, testing, and publishing views, as appropriate.

12. Maintain ARCHIBUS Background data and resolve all data integration issues.

13. Create ARCHIBUS Web view definitions.

14. Create ARCHIBUS JAVA and JAVA Script programs.

B. Data Manager – Perform all tasks necessary to maintain data accuracy and integrity, including, but not limited to:

1. Real Property Inventory Reporting updates, additions, and data maintenance – ensure FMS continues to meet information management and reporting requirements imposed by FRPC, HHS, and FDA.

a. Interface with GSA to provide rent and leased operating costs.

b. Perform thorough analyses of leased and owned operating costs and variables associated with those costs.

2. Assist with FRPC data elements:

a. Inventory.

b. Existing Reports/New Reports.

c. Views – maintenance and additions.

d. History files – maintenance.

3. HHS Automated Real Property Inventory System (ARIS) Data:

a. Identify data elements; perform data mapping and migration between FDA ARIS table and HHS automated system of record.

b. Upload data, as required by FRPC, HHS, and FDA.

c. Perform verification and validation to confirm transferred data is accurate.

d. Assist with migration of ARIS data to additional systems, including those used by HHS, OMB, GSA, etc. (includes any new systems that come online and require input from ARIS data).

4. Preventive Maintenance and On-Demand:

a. Load and maintain data lists; which includes, but not limited to, equipment and parts.

b. Act as point of contact for end users.

c. Maintain staff lists and roles.

d. Implement features and additional maintenance modules, as appropriate.

e. Maintain scheduling updates.

5. Location and Personnel Data:

a. Maintain personnel data – updates, changes, adding additional fields.

b. Maintain location data – building, floor, and room data for all facilities.

i. Manage and assign room categories, capacity and types.

ii. Manage and assign room center and office/branch.

iii. Load and review room and employee data.

6. Assist with developing reports and provide various reporting data to support the Agency’s Cost Allocation Team and Working Capital Fund.

III. The DEVELOPER/CAD TECHNICIAN (minimum 5 years of experience is required) and shall perform the following tasks:

1. Login difficulties:

a. Password resets.

b. Create new user accounts.

2. Create, test, and publish views, as appropriate per FDA requirements

3. Create ARCHIBUS Web view definitions.

4. Create ARCHIBUS JAVA and JAVA Script programs.

5. Preventive Maintenance and On-Demand:

a. Load and maintain data lists; which includes, but not limited to, equipment and parts.

b. Maintain staff lists and roles.

c. Maintain scheduling updates.

6. Location and Personnel Data:

a. Maintain personnel data – updates, changes, adding additional fields.

b. Maintain location data – building, floor, and room data for all facilities.

i. Manage and assign room categories, capacity and types.

ii. Manage and assign room center and office/branch.

iii. Load and review room and employee data.

7. Report requests – Data calls.

8. User guides – Draft, finalize, maintain, disseminate.

9. System Notification backup.

10. Review architectural and engineering construction documents.

11. Utilize knowledge and understanding of space standards and methodologies, including, but not limited to, the BOMA office space standard.

12. Respond to ad hoc requests from end users for specifically prepared drawings.

13. Convert CAD drawings to meet FDA layering standards.

14. Link new CAD drawings to the ARCHIBUS database.

15. Develop polylines and link polylines to the Archibus database.

16. Update Archibus room data within the associated CAD drawing.

17. Perform other drawing needs, as assigned by OFEMS.

IV. OTHER REQUIREMENTS:

1. A kickoff meeting shall occur within 10 business days after the contract effective date.

2. A transition meeting shall occur within 10 business days after the kickoff meeting to review current projects and set deadlines.

3. Biweekly CAD/Archibus meetings shall be conducted to review status of current projects.

Place of Performance The majority of project locations will be related to office space in the Washington, D.C./ National Capital Region/FDA Headquarters (HQ), including, but not limited to, locations in Montgomery County and Prince George’s County, Maryland. Additional project locations may include FDA owned or leased facilities throughout the United States. ARCHIBUS software is to be provided for FDA locations throughout the United States. Administration will be managed within the FDA Headquarters offices located at: 1451 Rockville Pike, Rockville, MD 20852

Period of Performance

1. Base Period is for twelve (12) Months anticipated to commence in March 2020;

2. Option Period 1, if exercised is twelve (12) Months following Base Period

3. Option Period 2, if exercised is twelve (12) Months following Option Period 1

4. Option Period 3, if exercised is twelve (12) Months following Option Period 2

5. Option Period 4, if exercised is twelve (12) Months following Option Period 3 Contract Type The contract type is anticipated to be a Time and Materials (T&M) type order.