ACQ-26-0906_Asset Mgmt_ MR_ RFI QA_RESPONSES.pdf

NO. RESPONDENT QUESTIONS USPTO ANSWER

We will perform financial reconciliation by aligning asset records with supporting financial documentation. Please confirm whether reconciliation scope extends to alignment with official federal financial systems of record beyond the asset management environment.

Yes

We will plan for contractor-procured RFID readers and antennas as part of our solution. Please confirm whether any existing RFID hardware will be provided as Government-Furnished Equipment, or whether all hardware procurement is contractor-funded.

Provided by Government

We will configure and manage asset management workflows within ServiceNow, while the USPTO platform team retains governance over core platform controls. Please confirm whether the contractor is expected to hold any independent configuration or development authority within the ServiceNow environment.

No configuration

How many Key Personnel are required and what are the positions required or recommended for the successful execution of this contract?

5, Project/Program Manager, IT Asset Management Specialist, Surplus/Property disposal specialist, Service SME/RFID, Data anaylst, 5 Are the proposed Key Personnel required to be U.S. Citizens? Yes

Approximately how many (FTEs) are currently supporting this requirement?

What is the current estimated total inventory count managed under the program?

100,000

Approximately how many standard and custom asset management reports are currently maintained?

15 to 25

Can USPTO provide details on the current RFID infrastructure footprint (number of readers, facilities, warehouses)? Is the contractor expected to procure replacement hardware, or is that Government-furnished?

262, located on campus and warehouse locations

What is the anticipated level of effort (e.g., estimated FTEs or labor categories) USPTO envisions for this contract?

9 resources, ( 5 Key Personnel (SME) and 4 IT inventory specialists

What percentage of assets are currently RFID-tagged vs. barcode-only?

90% RFID/10 Barcode could change at some point.

What is the current RFID read-rate accuracy in warehouse and campus environments?

90+

Are reporting requirements primarily operational, financial, compliance-driven, or a combination?

All of the above

14 Can USPTO share the current asset footprint by category and type? not at this time

How frequently are financial discrepancies escalated beyond the Asset Management POC?

As needed

How does USPTO formally define and calculate inventory accuracy (95–98%) for performance tracking?

assignee, verified,status,etc

Are existing dashboards, reports, and workflows considered baseline, or is the contractor expected to deliver new development and enhancements?

baseline and expected to continously improve

Are data quality rules and exception criteria formally documented or system-configured?

both

How many warehouse or campus locations currently employ fixed RFID

vs. handheld scanning solutions?

campus and warehouse locations

Which ServiceNow modules and applications are currently in scope (e.g., HAM, custom asset workflows, dashboards)?

custom asset workflows and dashboards

How frequently does the government review inspection records and QC metrics?

Daily

Will contractors be expected to develop or maintain Tableau dashboards, or provide data inputs only?

data inputs and dashboards

Will RFID hardware be government-furnished equipment, or is the contractor expected to procure hardware as directed?

Goverernment equipment

Does USPTO require alignment to specific quality frameworks (e.g., ISO, ITIL, CMMI)?

ITIL

What ServiceNow modules are currently in use (e.g., HAM Pro, CMDB, ITSM), and what level of maturity is the current implementation?

ITSM, CMDB, HAM (maybe in future), Interested in leveraging AI

Could you please clarify the complete range of asset types that USPTO currently tracks, along with an estimated total for each category?

Laptops, desktops,network devices, and perifphals estimated total of 120k

Which financial or accounting systems are used as the authoritative source for reconciliation?

MOM

Are there particular challenges or pain points you would like us to address in our response to the requirements?

No

Are there any known gaps or modernization needs in RFID hardware or processes?

Not at moment. Open to modernization

Will contractor personnel be granted administrative or configurator-level access to ServiceNow, or will changes be routed through a government or third-party development team?

routed the government

Are GSA surplus processes and documentation standardized across USPTO, or handled case-by-case?

standardized

Will the contractor be expected to perform ServiceNow configuration/development, or strictly operate within an existing configuration managed by OCIO?

Strictliy operate with exisiting configuration. Collaborate with OCIO to improve

Will contractors have access to development, test, or sandbox environments to support system testing and validation?

test only

Can USPTO please clearly identify the scope of work that will be required for supporting IBM TRIRIGA under the USPTO Asset Management Program?

The final SOW to be included in the solicitation is in developement

Does USPTO have an implementation scope of work and deployment status addressing the current milestone delivery of IBM TRIRIGA that can be shared?

The final SOW to be included in the solicitation is in developement

Can USPTO share the geographic location of warehouses and primary concentration of work?

USPTO Campus Alexandria,VA. Warehouse (Surplus) Springfield, VA.

How are discrepancies handled when non-compliance is attributable to end users or custodians, rather than contractor performance?

USPTO has internal proess to proceed

What is the average monthly volume of asset-related tickets/tasks processed within ServiceNow?

varies

What is the average monthly volume of surplus, excess, or retirement actions?

varies

Will expanding and improving the current ServiceNow asset management capabilities (for example using ServiceNow Mobile app modules and barcode scanning) be allowed during the contract period?

Yes

How does USPTO envision the contractor contributing to process improvement and innovation (e.g., formal recommendations, pilots, automation initiatives)?

Yes

As part of our internal assessment, we would appreciate confirmation on whether USPTO’s market research includes interest in ServiceNow complementary capabilities that provide an operational intelligence and decision support layer, such as continuous asset governance, cross functional coordination, and oversight aligned with existing USPTO systems, rather than direct ServiceNow configuration or implementation services.

Yes

Are there known seasonal or annual workload spikes, particularly during annual asset attestation periods?

Yes

Is RFID data currently integrated directly into ServiceNow, or via another intermediate system?

Yes

Are SLA exceptions or relief mechanisms contemplated when delays are caused by dependencies outside contractor control?

Yes

Will historical audit findings, discrepancy trends, or QA reports be made available to offerors?

Yes

Are performance thresholds expected to be enforced through a QASP with defined corrective actions?

Yes

Does USPTO anticipate evolving toward near real-time or executive-level asset dashboards?

Yes

Are continuous improvement objectives or innovation metrics anticipated as part of performance evaluation?

Yes

50 Will KPIs be standardized across all PTAG-selected contractors? Yes

Are contractor personnel required to obtain Public Trust or higher-level clearances?

Yes

Will USPTO conduct independent security or compliance audits of contractor processes?

Yes

Will FAR 52.245-1, Government Property, be included in the clauses for this solicitation?

Yes

Are there limitations on telework for inventory verification or RFID-related tasks?

Yes

Will the contractor support audit, OIG, or external review requests related to asset records?

yes

Are there minimum on-site presence requirements, core hours, or campus coverage expectations for contractor staff?

Yes 8am to 6pm on Campus

Could the government please confirm the number of past performance references required for the response?

Again, this is Market Research. But Use your judgement and common sense

- if you could provide at least two that would be great.

Are commercial contracts eligible to be included as part of the past performances required for this solicitation?

THIS IS NOT A SOLICITATION; IT IS MARKET RESEARCH. To answer your question, Yes, relevant commercial/private sector contracts can be included when letting us know your past performance.

Would the Government consider extending the submission deadline for this opportunity, given the scope and the time required for a thorough response?

Yes, the deadline wil have already been extended by the time you see these responses

Is the anticipated contract type expected to be Firm-Fixed Price (FFP), Time-and-Materials (T&M), or Hybrid, and will performance incentives or penalties be associated with SLA attainment?

A hybrid

Are there any incumbent contractors, and if so, which functions are currently outsourced vs. in-house?

• EVANHOE & ASSOCIATES INC; # 1333BJ26F00055003 is the current contractor.

• In house- Outsources Operations, physical inventory, RFID maintence, Project Management, etc

Is the five-year performance period expected to be structured as a base period with option years, or a continuous performance period?

Likely, a BASE + 4

Does USPTO anticipate a single-award or multiple-award outcome under the PTAG Alternative Competition method?

Single Award

Is there a page limit, specific formatting, or font requirements for the response to this RFI

This is a sources sought (RFI) for market research (NOT a solicitation) so there is no page limits, formatting, etc. (but use good judgement and common sense ) Please provide the informationwhich casts your company in the best possible light and shows that you can meet the requirement.

65 Will a structured transition-in / knowledge transfer period be included?

Yes, a transition plan will be required when the RFQ is released to those vendors determined to be most able to meet the requirement.

Is there an existing Quality Assurance Surveillance Plan (QASP) that vendors should anticipate?

Yes, there will be a QASP

67 Will multiple vendors/teaming arrangements be expected? No 68 Will socio-economic considerations influence award? They might.

What cybersecurity standards apply to contractor-accessed systems and data?

N/A at this time, This RFI is for market research only and is intended to provide contractors with enough foundational knowledge to determine whether they can meet the requirement, and if so, provide the USPTO with the requested information about their capabilities.

How is integration currently handled between ServiceNow, IBM TRIRIGA, and reporting platforms (e.g., Tableau, EDW)?

" " (see row 69 above)

Does USPTO intend to have the contractor continue the USPTO technical deployment and implementation of IBM TRIRIGA under this contract?

" " (see row 69 above)

In the pre-planning for IBM TRIRIGA 11.5 migration to MAS/MREF 9.x, has USPTO conducted any technical assessments to support the migration, including identifying system customizations that may be impacted?

" " (see row 69 above)

Can USPTO please identify the status of the various IBM TRIRIGA modules under deployment and identify their percentage of completion? (Space Management, Capital projects, Corrective Maintenance, Lease Administration, Move Management)

" " (see row 69 above)

The planned end-of-life support for IBM TRIRIGA V5 is Sept 2026.

Does USPTO intend to include the IBM TRIRIGA 11.5 to MAS/MREF 9.x system migration during this contract?

" " (see row 69 above)

Have Section 508 Accessibility and user testing parameters been established for the systems? If not, how will accessibility testing be handled

N/A to this requirement

Are there approved standards or preferred vendors/models for RFID readers, antennas, and related hardware?

N/A to this requirement

What data classification level applies to asset and user records (e.g., CUI)?

N/A to this requirement