ACQ-26-0906_NEW ASSET MGMT PTAG RFI - final.pdf

RFI Number: ACQ-26-0906 Page 1 of 9

PTAG: Seeking Contractor for USPTO Asset Management Program Support Services

THIS IS A PTAG SOURCES SOUGHT REQUEST FOR INFORMATION (RFI) ONLY.

This PTAG 6.1.1 Sources Sought (request for information) Notice (RFI) is strictly for market research ONLY. It is for informational and planning purposes and shall NOT be construed as a solicitation or as an obligation or commitment by the Government at this time.

PTAG

The Government contemplates utilizing the Alternative Competition Method in accordance with the Patent and Trademark Office Acquisition Guidelines (PTAG) and the Patent and Trademark Office Efficiency Act 35 U.S.C. 2(b)(4)(A). This Sources sought notice is intended as preliminary market information gathering which the USPTO will use to determine which contractor(s) is/are the most likely to successfully meet the agency’s needs and are thereby eligible to participate in an alternative competition. As a result of this market research, the solicitation will only be issued to those qualified contractor(s) that are deemed most likely to successfully meet the agency’s requirement as stated below.

• This RFI is being made available under NAICS 541519 – Other Computer Related Services and PSC R799 Support—Management: Other

1. Purpose of this Sources Sought / Request for Information (RFI)

The purpose of the U.S. Patent and Trademark Office’s (USPTO) Request for Information (RFI) is to educate USPTO about the capabilities and offerings of commercial sources to offer comprehensive Asset Manager Support Services which includes extensive use of the ServiceNow platform.

The responses to this RFI should provide USPTO management with an understanding of each firms experience and the range of services provided. This will allow USPTO management to conduct thorough market research, identify suitable providers, and make informed decisions.

#### ABRIDGED STATEMENT OF WORK ####

A. Disclaimer:

This is an abridged version of the SOW specific to this source sought notice (RFI). It is intended to provide enough information to allow contractors the ability to determine whether they would be able to fulfill these requirements.

B. Background

Under the Office of the Chief Administrative Officer (OCAO), the Office of Administrative Services (OAS) is responsible for managing the agency’s Asset Management Program. The Asset Management Program provides personal property management inventory services for the agency’s accountable property. The program also manages the surplus and property disposal efforts and oversees and tracks the U.S. Patent and Trademark Office’s (USPTO) assets through

RFI Number: ACQ-26-0906 Page 2 of 9 receipt at the agency’s warehouses through deployment and final surplus/excess. The Asset Management Program supports approximately 15,000 users on campus, regional offices, teleworkers and in contractor facilities on and offsite.

The Inventory Support Team (IST) is the central support for the program’s asset management oversight work. The IST oversees a multitude of services, and all processes related to support asset management including Product Category Maintenance; Property Custodian Administration; Surplus/Excess Maintenance; Data Quality; Financial Reconciliation; System Testing; Standard Development; Asset Verification; Quality Assurance; and Asset Reporting.

The IST also provides all asset management related Training and Documentation; and management of the Radio Frequency Identification (RFID) hardware.

The IST supports the development and implementation of asset management policies, guidance, and procedures to ensure that USPTO is positioned to maintain accountability for its acquired assets. The contractor researches and applies new concepts, practices, and develops solutions to resolve problems for which established policies are not fully applicable. The contractor collaborates with OAS, Office of the Chief Information Officer (OCIO), and other USPTO Business Unit (BU) staff to identify issues, problems, and concerns with asset management policies, practices, systems, and procedures. The IST proposes modifications to streamline and eliminate redundancies and improve management, accountability, and reporting of USPTO property.

This initiative is part of the Mission Support Goal: Deliver Organizational Excellence in the Strategic Plan. Objective 1: Enhance Human Capital Management and Foster Employee Engagement – A. Optimize performance culture.

C. Objective

The objective of the contract is to provide OAS with support for the oversight and management of USPTO’s Asset Management Program for the next five years and ensure no interruption in services.

To assist OAS in leveraging automation and technology – to include ServiceNow, IBM Tririga, Tableau, and Business Analytics – in the overall management of the Asset Management Program, the SOW will include conducting a site survey as part of the continuous improvement process.

D. Scope

(The requirements/deliverables include but are not limited to those listed below – a complete and final SOW will be provided when an RFQ is released)

The Contractor shall be responsible for the project management, oversight coordination, process and inventory support for the following activities:

D.1 Inventory Support:

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D.1.1 Contractor shall be responsible for the execution of the Fiscal Year Asset

Management guidelines and schedules of activities for all organizations within the U. S. Patent and Trademark Office (USPTO). The guidelines and schedules of activities will be determined by the USPTO’s Asset Management Team and will be provided to the contractor via the Asset Management page located on the PTOWeb homepage. As changes are required, updated documents will be posted to the Asset Management page.

D.1.2 Contractor shall be responsible for collaborating with the Office of the Chief

Information Officer’s (OCIO) ServiceNow team as it relates to the scheduling and distribution of USPTO Asset Attestation notifications using the ServiceNow automated attestation system based on the determined distribution schedule.

D.1.3 Contractor will be responsible for monitoring the completion of asset attestation verification for both end users and remaining Property Custodians with NFN NONE assigned assets through a ServiceNow created dashboard. The Contractor will be responsible for working with the ServiceNow team to identify a solution for asset attestation noncompliance and assist in the contact of end user supervisors and remaining Property Custodians for NFN NONE and Shared assigned assets.

D.1.4 Contractor will responsible for perform inventory scan on Shared and NFN None assets.

D.1.5 Contractor shall maintain 95% to 98% inventory accuracy of all active/achieved property/assets.

D.1.6 Contractor shall perform audit and provide update on all unverified/false assets within

30 days.

D.1.7 Contractor shall be responsible for the generation and distribution of the quarterly

Property Custodian reports to all Property Custodians and Property Accountability Officers in accordance with the identified reporting.

D.1.8 Contractor shall be responsible for the generation and distribution of the semi-annual Property Custodian reports to all Property Custodians and Property Accountability Officers in accordance with the identified reporting.

D.1.9 Contractor shall be responsible for the development, maintenance and issuance of tracking documents to reflect statistics to support the Fiscal Year Asset Management guidelines and schedules of activities for Property Custodian and USPTO customers.

D.1.10 Contractor shall be responsible for coordination and inventory support for asset movement and changes in Asset inventory database.

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D.1.11 Contractor shall be responsible for interacting with the designated Property

Accountability Officers, Property Custodians, USPTO customers and designated Point of Contacts (POC) to answer questions and resolve inventory discrepancies.

D.1.12 Contractor shall be responsible for reviewing and updating the official Asset

Management System based on asset attestation, property custodian or customer requests, both through email and SMP tickets with 100% accuracy and within 48 hours after receipt.

D.1.13 Contractor shall be responsible for managing and accounting for all U.S.

Department of Commerce (DOC) provided tags (i.e., CD bar code labels) and all CD/RFID combination tags. Contractor shall be responsible for managing and accounting for all USPTO CD/RFID combination bar code tags and conduct inventories every 60 days. Contractor shall be responsible for creating and maintaining a tracking database which identifies bar-code counts and number ranges, what barcodes have been deployed and what barcodes remain with number ranges and counts. The Contractor will be responsible for providing the various CD/RFID bar-code types to the OCIO contractors for the receiving of USPTO assets and maintain strict oversight of the tracking log.

D.1.14 Contractor will be responsible for the creation and issuance of all non-DOC provided bar code labels (e.g., CFG, CFGH, CFGT, etc.) as well as the application of the bar codes labels to designated locations as required based on damage or removal, new space build-out or modification and demolition.

D.1.15 Contractor will be responsible for daily reconciliation and audits of asset relocations, deployments and returns with data provided by OCIO or through an automated ServiceNow ticket and task process. Reconciliation shall ensure that all assets are properly assigned, User, CFG, and location with 100% accuracy and within two business days.

D.1.16 Contractor shall be responsible for processing all asset management related updates within the official Asset Management System based on submitted stakeholder requests. Updates must be completed with 100% accuracy and within two business days or within reason if additional information is required by requestors.

D.1.17 All asset related update requests must be requested through the official Asset

Management System using an assigned system ticket / task. The contractor may be required to create this ticket based on a stakeholder request.

D.2 Product Categorizations Maintenance:

D.2.1 Contractor will be responsible for collaborating with stakeholders, agency purchasers

RFI Number: ACQ-26-0906 Page 5 of 9 and the OAS asset management POCs, to properly identify Product Categorizations for procured USPTO assets which are eligible for tracking and barcoding. These Product Categorizations shall be created based on the manufacturer’s types, models and related product naming conventions once approved OAS asset management.

D.2.2 Contractor shall maintain Product Categorization data to minimize duplicates and errors.

D.3 Property Custodian Administration:

D.3.1 Contractor shall be responsible for generating the current Official Property Custodian

Listing through the designated system or application.

D.4 Surplus/Excess Maintenance:

D.4.1 Contractor shall be responsible for all updates to the official Asset Management

System of Record for all assets in the surplus-excess process.

D.4.2 Contractor shall be responsible for monitoring, updating, and resolving tickets and tasks within the current Asset Management System of Record throughout the specific stages of CFGE and related Surplus/Retire asset activity process.

D.4.3 Contractor shall be responsible for coordinating/completing surplus tasks, and monitoring compliance from stakeholders/customers.

D.4.4 Contractor shall be familiar with GSA surplus processes and forms.

D.5 System Functionality and Testing:

D.5.1 Contractor shall provide support and will review and test system changes, updates, and enhancements to include console: Asset Management System of Record, ServiceNow, and other technologies supported and SMP Mobile Scanning Tool, with updates as necessary in collaboration with the ServiceNow team.

C.6 RFID Hardware, Maintenance:

C.6.1 The Contractor shall provide maintenance to support RFID/asset tracking hardware including antennas, fixed RFID readers and handheld RFID readers.

C.6.2 The Contractor shall configure and maintain the RFID system to manage and track consumable and non-consumable material in the USPTO warehouse.

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C.6.3 The Contractor shall provide RFID readers and antennas, along with installations as requested.

C.7 Archive Administration:

C.7.1 Contractor shall be responsible for archiving CFGs and CDs at the direction of the

USPTO within established business rules. The Contractor must review all federal and contract employee home use CFG’s with user NFN NONE and zero-assigned assets through published data reports. All CFGs under this category must be archived monthly and details provided within an “End of the Month” reporting metrics with a full list of archived CFGs in Excel format to be stored within an Inventory Support Team Task and Metrics folder within the OAS Asset Management SharePoint site. Metrics should be reported in an Excel file monthly.

C.8 Field Technician Administration:

C.8.1 Contractor shall be responsible for the maintenance of all new Field Technician (Field Tech) identifications (CFGT tags) for all Field Techs (USPTO or contract employees) who scan assets as part of their normal activities at the agency.

Maintenance will include creating new, updating existing, and inactivating Field Tech IDs for field technicians that are no longer working for, doing business with the USPTO, or no longer require scanning access.

C.9 Contractor Quality Assurance – Asset Verification:

C.9.1 Contractor shall be responsible for performing quality assurance verifications for all Campus building floors, using the SMP Scanning Tool, monthly. Asset reports are to be generated for these building and floor locations after scanning has been completed to identify assets not scanned. The Contractor shall review the non-scanned assets and take actions to physically verify them at identified locations. Assets that cannot be located must be reviewed using RFID information for investigation. Asset reporting identifying scanned and verified assets and not found assets must be provided to the COR and POC for review once scanning process for all identified locations has been completed. Special locations and

C.10 Data Quality Assurance:

C.10.1 Contractor shall be responsible for performing monthly data quality control tasks and collaborating with the support staff of the current Asset Management System of record for identified data requirements not within their control.

Monthly data quality control tasks include but are not limited to the following:

• Assets with NA in serial number field

• Assets with duplicate serial numbers

• Users without assigned assets

• Users assigned to the TBD PC listing

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• Assets with new RFID location not matching CFG location

• CFG Data Quality

• Unverified assets

• Verified assets

• SLA- 30 days to close service tickets

C.11 Financial Reconciliation:

C.11.1 Contractor shall be responsible for performing financial reconciliation activities for all assigned financial documents.

C.11.2 Contractor shall interact with designated USPTO employees, Property

Custodians, and/or Contractors doing business with the USPTO as necessary to identify Purchase orders, invoices and asset types for review and work with the asset management POC for review of barcoding and receiving.

C.12 Standard and Custom Reports:

C.12.1 Contractor shall be responsible for maintaining all Asset Management reports available to the Contractor at conception of the task order.

C.12.2 Contractor shall be responsible for maintaining the Asset Management Report library, working with the ServiceNow development team to identify asset data attribute names and system workflow, collaborating with the Enterprise Data Warehouse for asset universe data, and required reporting application support.

C.17 Place of Performance:

Work shall be performed at USPTO-controlled facilities, in contractor-leased facilities, and at home upon approval.

C.18 Quality Control

The Contractor shall develop and maintain a quality control program to ensure supplemental deliverables are provided in accordance with this SOW. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur. As a minimum, the Contractor shall develop quality control procedures addressing the deliverables.

a. Inspection System. Written procedures for the inspection system include the title/name of the individual responsible for the Quality Control Plan and who shall perform the inspections. The location of inspection records and key control logs shall be made available to the government at all times during the term of the contract.

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b. Deficiency Prevention. An inspection form describing the method for identifying and preventing defects in the quality of service performed.

c. Inspection Record. The inspection record provides the following information:

i. Date and time of inspection.

ii. Title and signature block for the person who performed the inspection.

iii. Ratings of acceptable or unacceptable for all work performance inspected.

iv. Areas (deliverables) found to be deficient and corrective action taken.

v. Total number of observations and defects.

vi. Type of inspection (100%, random, periodic, etc.).

vii. Frequency (weekly, bi- inspection.

##### END OF ABRIDGED SOW #####

HOW TO RESPOND TO THIS SOURCES SOUGHT NOTICE

All interested contractors should provide the following information in their response via e-mail to the contacts listed below:

1) Your contractor name, address, SAM UEI, point of contact information, email, phone, website address,

2) Any FSS Schedule and/or VETS2 GWAC numbers (only if applicable)

3) Any relevant certifications or other relevant authorizations

4) Information about your firm’s ability to meet the requirement stated above:

• Please provide a tailored capability statement addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability.

• If subcontracting or teaming arrangements are anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements

• Past Performance – If applicable, please provide info on previous awards including a short description where similar services were provided.

o Please provide civilian customer/Government Agency contact information including: contact name and organization, telephone number, and email address.

QUESTIONS

Questions regarding this RFI are due no later than Wednesday, April 1, 2026 at 1:00 PM ET and are to be submitted via email to Kendall.jones1@uspto.gov and Christopher.ward@uspto.gov

NO PHONE CALLS PLEASE

DEADLINE:

Responses are due no later than Thursday, April 9, 2026 at 1:00 PM ET and are to be submitted via email to Kendall.jones1@uspto.gov and Christopher.ward@uspto.gov

NO PHONE CALLS PLEASE

mailto:Kendall.jones1@uspto.gov mailto:Christopher.ward@uspto.gov mailto:Kendall.jones1@uspto.gov mailto:Christopher.ward@uspto.gov

RFI Number: ACQ-26-0906 Page 9 of 9

Disclaimer: This PTAG Sources Sought Request For Information (RFI) notice is issued solely for Market Research information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled in accordance with procurement integrity requirements. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.