U.S. Department of Homeland Security Management Directorate, Facilities and Operational Support Office of Chief Readiness Support Officer

Statement of Work (SOW) The DHS Management Office of the Chief Readiness Support Officer (OCRSO), Facilities and Operational Support (F&OS), Real Property Management System (RPMS): Tririga-Maximo Application Suite (MAS) Implementation

May 2026

47QTCA22D003F / 70RDAD23FR0000117

Real Property Management System (RPMS):

Tririga – Maximo Application Suite (MAS) Implementation

Section I – Services

1.0 TASK ORDER TYPE

This is a Firm Fixed Price Task Order. This Task Order is established under General Services Administration (GSA) Multiple Award Schedule (MAS) 54151S – Information Technology Professional Services in support of the U.S. Department of Homeland Security (DHS), Office of the Chief Readiness Support Officer (OCRSO), Facilities and Operational Support (F&OS) in support of the Real Property Management System (RPMS). All terms and conditions of the vendor's GSA Schedule remain unchanged and in full force and effect, unless specifically stated otherwise herein.

2.0 SCHEDULE B

Section II – Statement of Work (SOW)

1.0 Project title

Real Property Management System (RPMS) in support of the Department of Homeland Security (DHS), Management Directorate (MGMT), Office of the Chief Readiness Support Officer (OCRSO), Facilities and Operational Support (F&OS).

Background

1.1 Department of Homeland Security

DHS was created by enactment of H.R. 5005, the Homeland Security Act of 2002. DHS’s primary mission is the protection of the American people and includes:

• Preventing terrorist attacks within the United States

• Reducing the vulnerability of the United States to terrorism

• Minimizing the damage and assisting in the recovery from terrorist attacks that do occur within the United States

Within DHS’ Management Directorate, the Office of the Chief Readiness Support Officer (CRSO), Facilities and Operational Support (F&OS) (the “Government”) is tasked with overseeing portfolio elements such as rent payments, overtime utilities and security costs for approximately 12 million square feet of owned and leased administrative use space.

Additionally, CRSO Real Property is tasked with ongoing efforts to consolidate Department real property, reducing overhead costs, and increasing operational efficiency. CRSO responds to Congressional and Office of Management and Budget (OMB) laws, regulations and guidance and, accordingly, DHS established a Strategic Consolidation Plan in 2019. The Plan directs CRSO to manage real property assets within the National Capital Region (NCR) including the DHS NCR Real Property Strategy established a ten-year timeframe with clear priorities through centralized planning and programming for proposed consolidations.

To meet the goals of the OMB National Strategy for the Efficient Use of Real Property, the DHS NCR Real Property Strategy calls for optimizing the utilization of existing DHS real estate by measuring actual utilization with technology and divesting of space deemed unneeded based upon low utilization rates and in response to the DHS Headquarters Consolidation Accountability Act of 2015 (P.L. 114-150).

1.2 The Office of the Chief Information Officer (OCIO)

OCIO is responsible for the overall management, planning, development, deployment, operation, maintenance, coordination, and evaluation of DHS technology programs and activities. Specific responsibilities include the following:

• Acquisition and support of information technology (IT) and telecommunications hardware, software, and services

• Requirements-based design and development of unique IT to support DHS mission objectives

• Technology support of existing IT applications

• Development, implementation, and evaluation of the effectiveness and efficiency of DHS

OCIO programs including resource utilization, and service delivery

• Integration of DHS strategic planning with automated information systems strategic planning activities to produce high - mission results

• Ensuring compliance with DHS Capital Investment, IT Investment Management, Systems Engineering Life Cycle (SELC), DHS Information Governance and Privacy, DHS Records and Information management, Section 508 of the Rehabilitation Act, and IT Security policies and procedures.

1.3 The Office of the Chief Readiness Support Officer (OCRSO)

OCRSO supports Component operational readiness by leading, governing, integrating, managing and capital planning for real property and assets, logistics and sustainability.

2.0 Scope of Work

OCRSO F&OS has a requirement for information technology, software, and support services to meet its mandated mission for real property portfolio management. The Contractor shall provide a Real Property Management System (RPMS) IT tool that is a single-source, scalable, cloud-based solution to assist with overall agency services and responsibilities, such as, strategic space and facilities planning, project management, lease administration, and management of real property. OCRSO’s requirements are driven by its need for an interactive product and services to support its stakeholder community. OCRSO intends to procure a licensed software product.

The Contractor shall provide OCIO and OCRSO with solution analysis, engineering, design, development, and implementation support for new applications and enhancement and/or data migration support for applications in support of business needs. This support includes processes, procedures, labor, material, and information required to deliver, support, operate, and maintain the software aspects of the system. It also includes, as required, application troubleshooting for any identified issues; modifying the software system or component after delivery to correct faults; improving performance or other attributes; adapting to a changed environment or maintenance activities focused on anticipated problems; and performing preventative maintenance to support a continuously operating and reliable, stable, and secure application.

The solution must be FedRAMP certified software-as-a-service (SaaS) and hosting infrastructure for both mission and business users throughout DHS OCRSO. DHS OCIO currently uses FedRAMP accredited cloud services such as Microsoft Azure and Amazon Web Services

(AWS).

The Contractor is expected to form a cohesive team with any DHS team members to include the Government and other contractors or vendors, by fostering transparency and information sharing for successful task execution.

It is the Government’s intention to continually pursue improvements to processes and practices, which will result in meeting mission requirements. The Contractor is expected to partner with the Government to support this goal by actively studying existing processes and making recommendations for improvements.

The Contractor shall meet the requirements detailed herein, using a tailored approach that blends DHS SELC, Agile/Scrum, SecDevOps methodologies as needed to meet the demands of the projects. The Contractor shall comply with all DHS and OCIO standards and regulations including those for development, performance, testing, project management, operations support, security, privacy, records management, and accessibility.

To be responsive to its customers, the Government requires an experienced team of professionals with expertise in agile software development, project management, technical architecture and design, continuous integration and delivery, integration, testing, configuration management, ongoing operations and maintenance, and cloud migration. System must be physically Hosted in the Continental United States (CONUS).

The Contractor shall provide support in accordance with all the services listed in this section. Specifically, the Contractor shall provide the below high-level activities per task identified:

• Project Management

• Business Analysis & Requirements Management

• Technical Architectural & Design

• Solutions Development, Testing, and Deployment

• Incident/Problem Management

• Training Support

• Operations & Maintenance

• Documentation

Typical data set is listed below. Please note address have been removed due to the sensitivity of operations:

Bureau Name

Building Name Lease

Number

Occupancy Agreement

Number

Occupancy Agreement Expiration

Lease Expiration

Staff Usable

SF

Rentable

SF

DHS OIG Patriots Plaza LDC00245 ADC08800 6/24/2033 6/24/2033 433 78,913 88,036

DHS- USM PATRIOTS

PLAZA II LDC00352 ADC08593 5/16/2029 5/16/2029 36 6,900 7,659

DHS- USM OFFICE BLDG -

EAST ANNEX

Federal Owned ADC02743 3/31/2025 FEDERAL 194 921 1,178

DHS- USM LAB Federal Owned ADC02744 3/31/2025 FEDERAL 79 606 861

DHS- USM LAB EXTENSION Federal Owned ADC02745 3/31/2025 FEDERAL 83 1,252 1,882

DHS- USM

OFFICE

BUILDING -

SOUTH ANNEX

Federal Owned

ADC02945

3/31/2025

FEDERAL

47,505

59,943

DHS- USM GYMNASIUM Federal Owned ADC02749 3/31/2025 FEDERAL 0 7,221 7,636

DHS- USM FIELD HOUSE Federal Owned ADC02750 3/31/2025 FEDERAL 0 4,355 7,860

DHS- USM CAFETERIA Federal Owned ADC02752 3/31/2025 FEDERAL 0 0 0

3.0 APPLICABLE DOCUMENTS

The Contractor shall comply with the latest version of all federal, DHS technology standards and architecture policies, processes and procedures applicable to the support of the OCIO information technology (IT) environment in the following categories. The following documents are relevant to being able to propose to this requirement.

1. DHS Agile/Scrum Guidebook

2. DHS Systems Engineering Life Cycle (SELC) Guidebook

3. DHS Information Governance and Privacy Requirements

4. DHS Records and Information Management

5. DHS Sensitive Systems Policy Directives 4300A

6. DHS Section 508 of the Rehabilitation Act

7. DHS Paperwork Reduction Act (PRA)

8. DHS Cloud Best Practices and Policy

Please note that if newer versions of these documents are officially released, the Contractor shall comply with the updated versions within the timeframe established by the government.

4.0 Specific SOW Tasks

The Contractor shall provide IT project development, delivery, and operations and maintenance

(O&M) support capabilities based on current and evolving industry standards and best practices over the period of performance. The project delivery capabilities shall meet all requirements set forth in this section.

The Contractor shall adjust resources and services responding to project management related conditions that may arise requiring schedule or priority modifications. The Agile/Scrum methodology is utilized so there will be adjustments required from time to time based on the targeted sprint velocity to be determined by the Contractor and Government leadership and in accordance with industry project management best practices.

The Contractor shall perform the following tasks in close coordination with Government leadership:

4.1 Task 1: Program/Project Management

In implementing the RPMS, the Contractor shall assist CRSO in implementing and managing the RPMS. Additionally, this team shall provide ad-hoc support to any service requesting assistance. The Contractor shall perform project management to set up RPMS to allow the Government to:

• Manage Real Property projects that are at varying phases of the project lifecycle (e.g., project initiation or maintenance).

• Operate using agile development methodologies focus on SecDevOps practices and techniques.

• Ensure the team delivers agile development artifacts, which will include Project Sprint/Product/Release Backlogs, Burndowns/ups, Team Velocity, User Story Acceptance Criteria, User Story Estimation, Sprint Review, Definition of Done, and Release Retrospective.

• Provide recommendations and process for implementing improvements.

• Develop and manage project performance, including integrated project schedules, and plans using Microsoft Project and kept in sync with DHS Maestro JIRA issue tracking software and Maestro Confluence collaboration tool.

• Manage and monitor projects with transparency with schedule, budget, and quality reviews.

• Perform risk management, including identifying, prioritizing, and mitigating risks, and communicating and escalating risks and issues where appropriate.

• Maintain project scope in accordance with industry standard project management best practices.

• Ensure the project adheres to DHS standards, methodology, and compliance requirements.

• Interface with key stakeholders as defined by the Government.

• Follow configuration best practices and OCIO guidelines to ensure proper management and configuration control of project documentation and source code.

• Deliver defined reports per the schedule agreed by the Government and, where applicable, ad-hoc reports.

• Designated Contractor leadership will coordinate closely with the assigned Federal functional team leader; ensuring functional support activities are prioritized.

• Work closely with the OCIO application platform and solutions division managers and all other team members to plan, manage, and deliver releases.

• Participate in required meetings for project status, governance, and demonstrations.

• Facilitate activities through training, testing, go-live, and post go-live support.

4.2 Task 2: Business Analysis and Requirements Management

The Contractor shall perform business analysis and requirements management that employ industry best practices for soliciting, sizing, and sequencing user stories supporting Agile-based projects. The Contractor shall coordinate with the System/Product Owner in shaping and prioritizing requirements. User stories will be written by the Contractor with the System Owner’s concurrence for implementation in the form of a backlog. The Product Owner will provide prioritization of user stories. This support shall be provided on existing and/or new projects, as assigned by the Government.

The Contractor shall perform business analysis and requirements management to include:

• Provide business analysis and requirements management standards and best practices to perform distillation of complex business requirements into epics and user stories.

• Elicit, document, and analyze business requirements in alignment with technical requirements and successfully translate requirements into usable information as defined by the Government.

• Develop business process and flows according to business and technical requirements as defined by the Government.

• Apply the Agile development framework to size and sequence user stories to deliver incremental functionality to validate project objectives.

• Use of JIRA and Confluence for development and management of use cases, user stories, requirements, test cases, risks/issues, project artifacts, and metrics.

• Deliver defined reports per the agreed schedule and, where applicable, ad-hoc reports.

• Participate in required meetings: daily standup meetings, sprint planning, backlog refinement, sprint retrospective, weekly status meetings, and ad hoc meetings.

The Government has defined complexity levels to accommodate the variety of projects that will be collecting and defining user stories. The Contractor shall define a team of business analysts and technical experts to meet the needs of the effort. Complexity is defined by the number of prime-users and the expected number of user stories generated. A prime user is considered a major stakeholder, a subject matter expert, or a product owner.

4.3 Task 3: Technical Architecture and Design

The Contractor shall develop, document, and maintain a technical roadmap of capabilities and solutions for OCRSO. This area includes the analysis of high-level business processes, the technology currently in use to address their automation, and how that technology is evolving.

The Contractor shall provide Technical Architecture and Design Support to include and if applicable the following:

• Assist in building and documenting architecture and roadmap to transform the current state to an improved and effective end-state regarding data, processes, and technology.

• Provide solutions/technical architecture support for DHS systems, DHS hosting environments (Azure, AWS, Tririga/Maximo Application Suite) and future cloud services.

• Review and assess the system, application, technical and infrastructure architecture of current and proposed enterprise systems for compliance with the DHS technical standards, best practices, reliability, maintainability, performance, and security implications.

• Evaluate all proposed interfaces between enterprise systems and recommend systems, applications, and technical and infrastructure architectural methods of implementing required interfaces.

• Ensure user experience (UX) and user interface (UI) design that provide meaningful experience and positive interaction for users, involving different areas of development including branding, usability, function, text, images, and other interactive elements.

• Provide integrated solutions with DHS identity and access services that ensure trusted and secure information sharing for DHS users via Access Lifecycle Management, Trusted Identity Exchange (TIE), Public Key Infrastructure (PKI), Single Sign-On (SSO authentication, AppAuth, mobile authentication, and/or DHS Public Cloud Services.

• Conduct Critical Design Review (CDR) to demonstrate that the final design of the system is sufficiently complete, and risks are acceptable.

• Prepare and maintain enterprise system, application, and infrastructure diagrams and associated SELC documentation for all SDD services.

4.4 Task 4: Solutions Development, Testing, and Deployment

The Contractor shall provide new application design and deployment services for selected technology platforms as needed. Implementations must leverage native capabilities to provide a low-code platform to greatest extent possible. Development effort includes configurating and integrating applications with emerging technologies such as Microsoft Office 365, SharePoint and/or Azure services, as applicable. The development team must be an active participant in agile processes used in continuation of the requirements or user story phases that may have proceeded or are occurring in parallel during the development phase. In many cases, but not all, requirements will be obtained using the effort described in section 5.2 of this document. In other cases, the requirements may be developed using an independent process. In either case, the development team will participate in the Agile/Scrum processes and tools described in sections

5.1 and 5.2 of this document.

The Contractor shall scale the size of the development team commensurate with complexity of the requirements. The Government will define project team sizes that are sized based upon the scale as defined by the number of user stories completed during a two-week sprint, and the number of sprints. As applications are ready for Operations and Maintenance (O&M) transition, the Contractor shall follow the application transition guidelines and perform activities and furnish requested transition deliverables, which varies based on the type of the effort (Major, Moderate, or Minor).

The Contractor shall provide system testing support for all solutions and custom scripts developed by the Contractor. Test strategies shall include unit testing, functional testing, regression testing, usability testing, accessibility, performance, and integration testing. The Tester shall perform requirements review and create and execute test plans based on the requirements gathered. Tester shall validate developed applications to meet the stated requirements. The test plan will include durations for performing necessary testing, developing automated test scripts, documenting findings, and identified defects and other appropriate test plan information. The tester shall support the testing of developed tools, utilities, functionality, etc., as needed in support of customer priorities. User acceptance testing (UAT) shall be coordinated and conducted with end users to prove that the system meets the design requirements and specifications. It involves acceptance by end users and other stakeholders. Automated testing process is an essential part of any testing framework, and it shall be leveraged to reduce maintenance costs and testing efforts and provide higher return for the government.

4.5 Task 5: Incident/Problem Management

In O&M, the Contractor shall provide IT operational support through its period of performance including support of all applications and their data sources, database support, reporting support, and system administration. Those operational support activities include the following as needed.

• Report all technical problems and issues (e.g., outages, poor performance, denied or limited user access, and security vulnerabilities) immediately to the OCIO IT Project Manager (ITPM).

• Work with Government counterparts to report any technical incidents to the Government and assist Government staff to analyze and resolve any technical issues with the program.

• Produce scripts to correct data errors caused by software defects or implemented code based on flawed logic.

Emergency Change Request (ECR) shall be performed at the direction of the Government. ECR is required to resolve a system outage or unacceptable performance degradation to the current state of the system. Statute, the Executive Office of the President, or the DHS HQ Chief Information Officer requires the change to be deployed immediately. It’s required to reduce the risk of an unscheduled outage and significant fiscal loss for the agency.

4.6 Task 6: Training Support

The Contractor shall demonstrate to the Product Owner and end users as requested by the ITPM and Product Owner. The Contractor shall provide a training plan to include a schedule, relevant material, practical exercises, logistics, and training methods. The Contractor shall also co-facilitate training sessions with a specialist on site or via virtual platform with Government Product Owner at a total minimum amount of no less than 360 hours during the initial base year period of performance. The Training shall include a standard review of user screens, text displays and practical exercises. The Contractor shall setup and manage a training environment, including appropriate data, for all releases. All media and other materials are considered the property of the Government and will be delivered according to the Deliverable Matrix Section

5.11 of this document.

4.7 Task 7: System Operations and Maintenance

The Contractor will provide O&M support for the application. This operational support will encompass general support of maintenance, “bug” fixes, minor to major enhancements, which includes support of the system and data sources, database support, configurations, user management, reporting support, and system administration. In close coordination with OCIO and OCRSO direction, the Contractor shall provide staffing to perform the following software O&M activities, as assigned by the Government.

• On-going corrective (bug fixes) and adaptive (i.e. Infrastructure, security vulnerabilities, operating system) maintenance of the application necessary to maintain the system at a fully functional and operating level within the business and security requirements as they are mandated within DHS HQ.

• Ongoing preventive (changes in adaptation and optimization of software) maintenance changes to the application software and/or configurations in anticipation of mandated security requirements or infrastructure changes.

• Ongoing perfective (i.e. enhancements of product functionality) maintenance changes to the application software in relation to the environment features that can enhance the user experience.

• Provide recommendations for functionality improvements, as appropriate.

Software development changes to OCIO applications are based upon the submission and approval of system change request (SCR) or user story. The Contractor shall be responsible for documenting, tracking, and implementing SCRs. The Contractor shall analyze approved user stories and provide level of effort (LOE) estimates for each SCR. The LOE is the labor estimate from requirements, design, development, and release to production. The LOE identifies the amount of work necessary to complete a SCR given its size, complexity, dependencies, and constraints. The unit of measurement for the LOE shall be staff hours within a designated timeframe. Once the LOE is determined and agreed upon, the Contractor and the ITPM will classify the change as minor, moderate, or major.

• Minor (Level I) – Labor effort is 0-250 hours o Break fix/corrective support

• Moderate (Level II) – Labor effort is 251-500 hours o Moderate enhancements

• Major (Level III) – Labor effort is 501 hours to => 750 hours o Major enhancements

Each SCR will be classified as one of these types:

BUG – System defects encountered while using the system that is causing system failures, unexpected transaction results, or erroneous data DAT – Data changes or fixes ENH – New or existing changes that will improve the system functions

MNT – Software changes required by Government policy changes SEC – Changes to mitigate security vulnerabilities and improve system performance/response time

After completing the LOE, the Contractor shall provide this information to the ITPM for review and approval. Following approval and funding provided, the OCIO Contracting Officer Representative (COR) and/or ITPM will authorize the Contractor to begin work on the SCRs. All SCRs classified as a bug shall be corrected at the Contractor’s expense unless the bug was caused by a Government administrative error or accurate, clear requirements were not submitted to the Contractor. Other types of SCRs will be added to the product backlog for prioritization.

The Contractor shall provide adaptive, corrective, and preventive software development. The Contractor shall establish a non-production environment. As requested by the ITPM and System Owner, the Contractor shall implement enhancements employing low-code/no-code software development approach to meet the functional needs of the users (perfective maintenance).

Adaptive and preventive maintenance includes modifications to the application due to configuration changes, security changes, infrastructure changes, and regulatory or agency changes as it relates to the codebase of the applications to prevent future problems. Provide or upload the latest version/release of OCIO applications to DHS Enterprise Architecture/ designated version repository, currently GitLab.

4.8 Task 8: SELC and Kanban (Agile/Scrum) Documentation

All appropriate documentation shall be prepared in accordance with the guidelines specified by the SELC and agile scrum artifacts. One SELC deliverable is the project schedule. A project schedule is required for all releases and shall be provided in the planning phase of each release cycle. All documentation deliverables must conform to the SELC requirements and be stored in Microsoft Teams portals. Refer to Project Deliverable Matrix for full detail.

6.0 Task 9: AutoCAD Services

Background OCRSO acquired the use of TRIRIGA, a SaaS solution for the purpose of consolidating Facility Management data into one common repository and supporting CRSO’s mission to manage the DHS real property portfolio in the Washington, DC area. During the ongoing deployment, OCRSO found they needed polylined floor plans, with defined boundaries, to effectively use the Space Management functionality in TRIRIGA to calculate space assignment, use of space by staff per square feet, and define “special use” space and other details for real property portfolio planning purposes. The Contractor was tasked with creating CRSO’s library of Polylined floor plans published/attached in TRIRIGA.

The following is a summary of AutoCAD sub tasks:

• Polyline floor plans as specified in accordance BOMA standards.

• Four polylines will be applied to each floor plan to include:

o Outer Boundary (Gross square feet) o Inner Boundary (Gross Square Feet) o Each space will be outlined with polyline for the full Rentable footprint o A unique name will be added to each space o Each of the polylines will be placed on a new layer in the .dwg files o Each floor plan will be polylined, followed by a quality control check to ensure the drawing is ready to load into TRIRIGA error free.

• Provide a report to record polyline progress OCRSO. This will be based on the table included in Appendix A, to track Polyline status

Assumptions

• All information provided by OCRSO is assumed to be accurate and complete unless specifically identified otherwise. Serco is not required to change layouts of any as built layers during the polylining process.

• CRSO NCR Total Square Footage occupancy is 2,547,836 Rentable Square Feet (1,737,407 Usable square feet)

• Existing floor plans include all interior and exterior boundaries in AutoCAD format.

• Polylines will be drawn according to best practices described in the CAD Integrator User Guide from IBM.

• OCRSO will use a Secure File Transfer Protocol (SFTP) to transmit files to the Contractor’s CAD team for the purposes of completing this work. Serco will use the same SFTP process to return the completed files back to OCRSO.

• No travel will be required for this task

7.0 Task 10: Support transition from Tririga to Maximo Application Suite (MAS) and adding Regional Mission Support (RMS) functionalities

7.1 Transition to Maximo Application Suite (MAS)

This task will include Contractor support in planning, implementing, and operating the IBM Maximo Application Suite (MAS) to support DHS facilities and real property management. The Government seeks Contractor support to transition from base IBM Triga to the Maximo Application Suite (MAS) a recently launched suite to suite connection linking Tririga and Maximo applications. CRSO is planning to use the IBM Maximo Application Suite (MAS) is a unified asset and facilities management solution that brings maintenance, inspections and reliability together in one place for critical equipment and infrastructure, using AI to help improve asset uptime, performance and value.

7.2 Regional Mission Support (RMS)

The Contractor shall continue to provide support the Office of the Chief Readiness Support Officer (OCRSO) Facilities and Operational Support for its use of RPMS. Additionally, the contractor will provide support in functional requirements development for CRSO’s Regional Mission Support (RMS) Division. Regional Mission Support (RMS) mission is to strengthen DHS operations and unity of effort by enhancing and integrating mission support regionally and nationwide where possible. Originally established as the Field Efficiencies Program Management Office, the RMSD continues the Department's commitment to unity of effort and improved operational execution through regional mission support planning and coordination. Under this Task, RMS will explore functionality and collaborate on requirements with CRSO F&OS. RMS plans to begin with a single asset to examine the efficacy of the system and expects to include building drawings and include Space planning, seating allocation, moves, space reservations, condition assessment, and asset maintenance are out of scope for December 2026.

RMS plans to work with the selected contractor and provide building, floor and space information for Real Property and Facilities Management functionality in a timely manner to meet milestones.

Following the initial single asset, RMS expects to use MAS to manage approximately two (2) to five (5)

DHS Owned facilities initially, with the potential to expand to additional Government facilities. RMS anticipates approximately ten (10) simultaneous active MAS users, with distinct user roles/groups to be defined in coordination with the Government. This task order will be delivered in two parts, with the first part being to standing up MAS baseline Out of the Box capabilities (i.e., obtain required licenses, support the ATO process, establish a production (“live”) MAS environment, etc.) and the second part being to load RMS facilities data and tailoring MAS (i.e., load different facilities and related data, configure user roles/groups, adjusting MAS beyond the task baseline).

8.0 Task 11: MAS Transition: Regional Mission Support

The Contractor shall provide the following subtasks in Support of Regional Mission Supporting standing up its program including the following:

a. Service Contract Management: Loading and tracking contracts for operations and maintenance (e.g., utilities, maintenance, custodial, security, grounds).

b. Service Ticket Management: Managing tickets/requests such as hot/cold calls, safety/security incidents, contractor maintenance tasks, COR inspections, tenant construction work authorizations, room reservations, and tenant satisfaction tracking.

c. Building Systems Management: Inventory of building systems; preventive/corrective maintenance;

repairs and remaining useful life tracking; spare parts inventory; facility condition, energy/safety/environmental assessment and inspection tracking; roll-up of needs into time-phased plans (e.g., 0–5 years).

d. Occupancy Agreements Management: Loading and tracking tenant contracts/agreements such as GSA Occupancy Agreements (OAs), Memoranda of Understanding (MOUs) and other intra-government occupancy terms.

e. Workspace and Parking Management: Loading drawings/floor plans and space inventory;

adjusting/tracking workspace and parking assignments and changes.

f. Financial/Accounting Management: Planning/tracking revenues from occupants and expenditures to O&M contractors, including basic payables/receivables.

g. Performance and Reporting Management: Reporting and dashboards for real property, financials, energy/water usage, facility condition index (FCI), space occupancy/utilization, deferred maintenance backlog, work order/ticket turnaround times, safety/security incident rates, and related metrics.

h. Licensing and Security Support: Advise and support acquisition of appropriate MAS license types, counts, and configurations to support approximately ten (10) concurrent users and initial facilities.

1. Provide technical input and documentation to support security assessment and ATO activities (e.g., system architecture, configuration details, control implementation descriptions).

i. MAS System Installation

1. Defining potential applicable user groups, roles, and access rights (e.g., RMS staff, facility managers, Contractor Officer Representatives (CORs) and other tenant representatives).

2. If needed, upgrade existing IBM software to allow for MAS installation.

3. Install and configure MAS core “Out of the Box” (OOTB) system components.

4. Configure MAS role-based access and permissions to support approximately ten (10) active users.

5. Testing in stage and production environments to ensure functionality.

6. Facility Data Loading and MAS RMS Function Customization

j. New Facility Onboarding and Data Loading

The Contractor shall:

1. Work with RMS to select and prioritize two (2) to five (5) facilities for onboarding.

2. Ensure data in the Real Property Management System is managed in alignment with industry standards (e.g., BOMA) and to support compliance with DHS’s Real Property Data Dictionary reporting requirements

3. Develop and execute data loading/validations/migration for facility related data, including:

a. Facility and real property attributes.

b. Building systems asset inventories, associated maintenance schedules and warrantees.

c. Service and contracted operational and maintenance staff information

d. “As-builts” (including AutoCAD/floor plan linkages).

e. Occupancy contracts/agreements and billing requirements.

f. Workspace and parking assignment with space utilization data.

g. Financial and accounting projections.

k. Functional Tailoring and Optimization

The Contractor shall:

a. Perform a gap analysis to identify capabilities which are not standard MAS OOTB functions and are needed by RMS, per the facilities capability areas described in the previous section, but require customization.

b. Customize OOTB baseline configurations and implement additional configuration/customization to fully support the facilities capability areas described above.

c. Conduct testing in stage (test) and production environments to ensure functionality.

l. Maintenance, Training, and Knowledge Management

Contractor shall:

a. Provide MAS system operations, troubleshooting, and user support for the onboarded facilities.

b. Provide role-based training on the fully configured MAS solution for onboarded facilities.

c. Deliver updated system configuration documentation, user guides, and administrator guides.

d. Conduct knowledge transfer to Government personnel to support sustainment and future expansion.

9.0 Task 12: Facilities Maintenance Module

OCRSO Facilities Management team will work with the contractor to make modifications of the system to meet CRSO F&OS’ Facilities Management functional requirements. It is expected that this scope of services will expand in the next year to include Operations and maintenance delegation of the St.

Elizabeths Campus in Washington, DC. This transition may occur from the U.S. General Services Administration (GSA) which currently manages the DHS-tenant campus including multiple buildings and associated services and parking facilities. The Contractor shall conduct a needs assessment to determine the needs and constraints regarding approach/implementation. This will include the following:

a. Managing and routing service requests

b. Maintaining building system parts inventory

c. Planning for facility asset lifecycle

d. Proposing best solution within constraints

e. Assessing the feasibility of a Tririga Maximo Application Suite (MAS) system integration at and using RPMS at the St. Elizabeths Washington, DC campus.

f. System Configuration:

g. Configure RPMS Facilities Management capability to meet the organizational needs

h. Training: the contracted team will provide system training to FM team on RPMS capabilities with FM configured. The team will evaluate current use cases, and migration of current state operations to the RPMS.

a. Continued Functional Requirements Modification

The Contractor shall continue efforts to modify functional requirements and respond to end user needs with the existing Real Property Portfolio and NCR Project’s modules. Support includes IT, software and support services for DHS OCRSO tracking real property portfolio data, Real Property lease (and possibly life cycle management), Facilities Management, Asset Management, Space Management and Capital Projects Management. FY27 task order will include continued enhancement of RMS functions, as well as ongoing support for OCRSO-NCR’s Real Property Portfolio and NCR projects functions currently supported by the single-source, scalable, potentially cloud-based solution to assist with overall agency services and responsibilities.

b. Staffing:

The Contractor shall provide dedicated staff member time estimated at twenty (20) hours per week to accomplish RMS tasks as described in this document. The Contractor shall be cleared to work for DHS.

DHS shall provide equipment including government issued laptop, provided with needed AutoDeskAutoCad software and System Integrator software to connect AutoCad to the Real Property Management System.

System Functional Requirements As previously described, the DHS OCRSO requires a user-friendly Real Property Management

System (RPMS) to allow it to oversee a portfolio of leased and owned real property. The RPMS will be required to integrate its various functional models into a single source interactive software to Manage its NCR real property portfolio. The system will allow CRSO staff to coordinate key tasks such as near- and long-term space planning and utilization, project management including new construction, repairs and alternation, space build out and decommissioning. A detailed summary of required functions are as follows:

10.0 Task 14 Dashboard and end-user interface

a. System Dashboard and/or reportable (by floor, building, site, portfolio level)

Incorporate portfolio level/map view Dashboard

Real Property Portfolio Management

a. Display real property data, including building name, address, state, zip code square footage assigned to the DHS, underlying lease expiration and renewals, space name, GSA building identifier, and assigned staff counts.

b. Archive memoranda for updates to space assignments and allocations. (e.g. Memo to GSA about space release)

c. Provide viewable and reportable total square foot in portfolio occupancy viewable and reportable (by floor, building, site, portfolio level)

d. Display Square Feet per person metric by floor, building, site, portfolio level)

e. Tabulate/calculate identified vacant space or underutilized in portfolio by building, floor, campus

f. Potential to import relevant Occupancy Agreement data in spreadsheet form from GSA.

g. Editing when selecting single vs. multiple spaces (query same space type across multiple locations)

h. Upload/import of space attributes (space IDs, # of seats, flexible vs. fixed) (e.g. office vs.

workstations)

i. Integrate elements and allow document archiving and search for building or site historic designations, National Environmental Policy Act (NEPA) and other data from site Master Plans

j. Track Utility and Energy use from GSA or DHS facilities (CRSO will provide data for input)

k. Track Sustainability “Green” building and other greening policy implementation through in federal law and policy. Archive DHS progress in economic, environmental and social benefits, installation of energy efficient (e.g. Energy Star) rated HVAC equipment and reduction

l. Archive Leadership in Energy and Environmental Design (LEED) real property space designations, GSA , DHS and other design standards, Acquisition documents

11.0 Task 15 Drawings and site plans

Contractor shall:

a. Provide two-dimensional (2D) floor plan drawing viewer importing floorplans in PDF form.

b. Create team neighborhoods (by DHS Line of Business or Component)

c. Floorplan view by rent charges (e.g.) office building common, floor common, core)

d. Provide customizable space types mapping/hierarchy (e.g. Office, workstation, collaborative spaces)

e. Search by/locate offices, equipment, etc. on floorplans in PDF form.

f. Floorplan view by space types: DHS office allocation (i.e. different DHS offices color coded by location/blocking plans)

g. Archive drawings and other legacy space management documents

h. Track non-PIV card site visitors: coordinate with DHS Chief Security Office, Federal

Protective Service Visitor Management tools may have Mobile and Kiosk Check-ins/outs

i. Track staff entries to RPMS data by date and time

j. Track seat use and assignment by floor, building, and rolled up at the portfolio level

k. Create a move list (report showing move from space and move to space)

13.0 Task 16 Real Property Facility Management

The Contractor shall make any modifications to the system to implement the following:

a. Allow for inputs from tenants with notification automatically sent to existing Facility Management staff for response.

b. Archive facility maintenance requests and responses.

c. Track maintenance requests by DHS space assignment location; move

Move/Add/Change office equipment or other property requests to facility management staff such as maintenance technicians (CRSO will provide facility management POCs); service requests to maintenance technicians

d. Send notices by email to Facilities maintenance requestors with service request status (e.g. request status: submitted, confirmed, completed)

e. Provide notification by email to Facilities Maintenance staff for preventive maintenance tasks for on-site equipment that is either DHS or GSA’s responsibility.

f. Provide tool for DHS Maintenance technicians to track amount of time spent on each service request by CRSO staff.

14.0 Real Property Project Management

a. Project Management: tracking project milestones allowing leasing and project staff to coordinate on timing of projects. Track milestones and process steps associated with an approved project and allow project managers to maintain this information.

b. Track information on the project includes whether a project is managed by a commercial building owner, or another government organization; when project construction is complete and when the project space is activated (i.e.

occupied by tenant) for elsewhither a project requires an escort

c. Identify overall cost per project, over all time periods: distinguish costs for the end-user (DHS) from those of the GSA.

d. Track project contract vehicles such as Blanket Purchase Agreements (BPAs) and related task orders.

e. Create reports about project statuses, and other activities identified as having associated decision points.

f. Differentiate between funds with different sources and rules, including working capital funds, contract blanket purchase agreement (BPA) ceilings, funds from within another government department and funds received through GSA’s Reimbursable Work Authorizations (RWA).

15.0 Transition-In and Out

The Contractor shall provide standard transition in/out support at the end of the period of performance. The Contractor shall support the knowledge transfer to incoming Contractors which will undertake support of all prior or ongoing tasks. The Contractor shall make staff available for the knowledge transfer and hands on facilitation so that the Government may receive continuous services from the incoming Contractor. All documentation produced for the Government in the possession of the Contractor that supports prior or ongoing tasks shall be made available and provided to the incoming Contractor. The Contractor will continue to perform all duties in the SOW for the existing task order while transferring all documents, records, tickets, and deliverables to the new vendor, to ensure the continuity of OCRSO operations and all activities.

16.0 Tenant experience: service feedback

a. Track and archive tenant satisfaction reports such as GSA’s user

International Facilities Management (IFMA) reports and other available surveys to identify quality of tenant space issues

b. RPMS will be accessible by staff through on-site kiosks, work issued tablets and handheld mobile devices allowing user to view reserved spaces such as conference room schedules/calendar; Usable via government issued handheld devises on iOS, Android systems etc.

c. Access via desktop application (App)

17.0 RPMS Administration

The Contractor shall include the following in its proposal to the Government:

a. RPMS location: Server/cloud Location

b. Software security features

i. SaaS (Software as a Service) if applicable

ii. Support & Training:

1. On-line or Contractor distributed RPMS User Guides/Help Menus

2. Online or phone Support for RPMS on an indefinite basis

iii. Configuration/Integration

1. Post RPMS Implementation and launch support

iv. Application Programming Interface (API) defined as set of rules that enable different applications to communicate with each other such as RPMS linkages to the existing reservation and facilities management systems.

1. There will be a description of the intermediary layer that processes data

2. Transfers between systems, letting companies open their application data and functionality to external third-party developers, business partners, and internal departments within their companies.

v. Documentation of federal certifications such as ATO (Authorization to

Operate), FedRAMP and any other relevant certifications

18.0 Other DHS Compliance Requirements

a. DHS Enterprise Architecture Compliance

All solutions and services shall meet DHS Enterprise Architecture policies, standards, and procedures. Specifically, the contractor shall comply with the following Homeland Security (HLS) EA requirements:

• All developed solutions and requirements shall be compliant with the HLS EA.

• All IT hardware and software shall be compliant with the HLS EA Technical Reference Model (TRM) Standards and Products Profile.

• Description information for all data assets, information exchanges and data standards, whether adopted or developed, shall be submitted to the Enterprise Data Management Office (EDMO) for review, approval and insertion into the DHS Data Reference Model and Enterprise Architecture Information Repository.

• Development of data assets, information exchanges and data standards will comply with the DHS Enterprise Data Management Policy Directive 103-01, and all data-related artifacts will be developed and validated according to DHS data management architectural guidelines.

• Applicability of Internet Protocol Version 6 (IPv6) to DHS-related components (networks, infrastructure, and applications) specific to individual acquisitions shall be in accordance with the DHS Enterprise Architecture (per OMB Memorandum M-05-22, August 2, 2005) regardless of whether the acquisition is for modification, upgrade, or replacement. All EA-related component acquisitions shall be IPv6 compliant as defined in the U.S. Government Version 6 (USGv6) Profile (National Institute of Standards and Technology (NIST) Special Publication 500-267) and the corresponding declarations of conformance defined in the USGv6 Test Program.

b. Application Architecture

DHS Application Architecture Compliance The Contractor shall ensure that the application is designed and developed for browser independence, i.e., the application will generally work with any of the major browsers. DHS HQ currently uses Microsoft Edge (Version 105.0.1343.50 (Official build) (64-bit)) configured with numerous Group Policy Objects (GPOs) as well as Firefox (102.3.0esr (64-bit)) for Work, similarly, secured with centrally managed security policies. Browser specific implementations or limitations on browser independence must be approved in writing by OCIO prior to development. Web Applications should be designed utilizing a responsive web design (RWD) approach, to provide an optimal viewing and interaction experience, independent of that particular platform capabilities the end user is utilizing.