CAMS Request for Information Technical Attachments_2025-Jul21_v-1_Rev 1.docx

CAMS Request for Information Technical Attachments Requested Information Item 1 – Corporate Information and Solution Context: CBP requests information about the provider, their experience, and system related services necessary to support full deployment of an asset management system across CBP.

Item 2 – Critical Business Requirements: CBP requests information about the offered solution’s ability to perform against a non-exhaustive list of high-level asset management requirements across CBP.

Attachment A – CAMS Scenarios: Scenarios that the CAMS system will support are provided. Respondents are encouraged to consider these scenarios when providing responses to Items 1 and 2.

Item 1 – Corporate Information and Solution Context: CBP requests information about the provider, their experience, and system related services necessary to support full deployment of an asset management system across CBP.

1. Corporate Profile - not to exceed one (1) page, including point-of-contact, CCR #, DUNS #, business size status and socio-economic status such as: Competitive 8(a), HUBZone, Emerging Small Business, Partial Small Business, Total Small Business, Veteran-Owned Small Business, and Service-Disabled Veteran-Owned Small Business. Identify the company's management system certifications, such as Capability Maturity Model Integration (CMMI) and International Organization for Standardization (ISO).

2. Previous Performance - not to exceed six (6) pages, describe prior experience providing asset management solutions to CBP, the Department of Homeland Security, other Federal Government organizations, or the private sector within the last five (5) years. Provide contract number, name and point-of-contact information for each customer, period of performance, total dollar value, type of contract, and a summary of the products and services provided. A maximum of five (5) detailed examples, are requested. Identify whether the company participated as the prime contractor or a subcontractor. Additionally, describe the single, largest implementation to date of the offered solution system. In addition to a general overview, please describe:

a. The number of active and concurrent users supported.

b. How the solution addresses users from different geographical areas and time zones.

c. The extent to which the system was implemented across multiple unique divisions or large user groups.

3. Solution Description – not to exceed four (4) pages, provide a description of your product. Include classification in accordance with the FAR (e.g., Commercial Item, COTS Item, NDI, DI, etc.).

a. Functionality – Describe the basic functions the product performs.

b. Architecture – Provide a functional system architecture description. In addition:

i. Based on the high level system requirements, what hardware, including quantity, is required/recommended to implement the solution (servers, cloud computing resources, etc.)?

ii. Does the product use an open systems interface approach?

iii. Identify advantages of design that would limit cost and support drivers for your product.

c. Software Assurance – Describe your software assurance services.

d. What is the Manufacturing Readiness Level (MRL) and Technology Readiness Level (TRL) of the product?

e. Provide Reliability, Availability, and Maintainability data for your product.

f. Identify any limited data rights or constraints on your product.

4. Training – not to exceed one (1) page, describe approach for initial and on-going training on the use and administration of the vendor solution that would enable execution of provided CAMS Operational Scenarios. Detail aspects of training and support, such as train-the-trainer, classroom instruction, and on-line computer based training.

5. Support – not to exceed one (1) page, describe approach for on-going solution technical and operational support, i.e., through a helpdesk, manuals, tutorials, etc.

6. Data Analytics – not to exceed one (1) page, describe approach to providing data analytics capabilities that would enable execution of the types of analysis outlined in the provided CAMS Operational Scenarios.

7. Pricing, licensing, and system requirements – not to exceed one (1) page:

a. Is this product available on the GSA schedule? If so, please provide the GSA schedule number.

b. What Software licenses will be required to implement and sustain the vendor solution and how are they structured?

i. What is the annual license cost per user for approximately 8,000-10,000 users?

ii. Is there an additional one-time, upfront license configuration? If so what is the cost?

iii. Is there an additional annual maintenance costs per license? If so what is the cost?

iv. What costs are associated with renewal of licenses and/or subscriptions?

v. What escalation percent is applied to annual license costs?

c. Is training included in the license costs listed above or is it additional? If additional, what is the approximate cost?

d. Is additional manpower development/solutioning necessary for implementation? If so, what is the additional costs of these teams? Please break down any manpower components by labor category.

e. What is the cost be to integrate (or connect to an API) for approximately 8 existing CBP Asset Management Systems?

f. What is the cost to migrate data from existing CBP Asset Management systems to your product or solution?

g. As applicable, how are costs calculated for additional features/applications (Apps)?

h. What is the cost associated with adding additional features to your production or solution?

Item 2 – Critical Business Requirements: CBP requests information about the offered solution’s ability to perform against a non-exhaustive list of high-level asset management requirements across CBP.

Critical Requirements Categories

For each critical requirement please respond with the following information

· Meets

· Does Not Meet

(1) Acquisition Lifecycle

(2) Controls & Performance

(3) Disposal

(4) Maintenance

(6) General

Attachment A – CAMS Scenarios: Scenarios that the CAMS system will support are provided. Respondents are encouraged to consider these scenarios when providing responses to Items 1 and 2.

CAMS Scenarios A scenario is used to illustrate CBP personnel’s[footnoteRef:1] day-to-day asset management activities, what challenges they face when working in an asset management system, and how a new capability will mitigate these challenges. The six CAMS scenarios below break out six distinct user groups that regularly interact with CBP asset management systems. The scenarios were determined by reviewing CBP asset management activities to identify who was interacting with the CBP asset management systems and why. To gather information on how different users interact with CBP asset management systems, stakeholder interviews on the interaction between CBP personnel and the various CBP asset management systems were conducted across the CBP enterprise. A description of each scenario can be found below: [1: CBP Personnel: CBP mission operators who report asset information and cleanse asset data. ]

· CAMS Operational Scenario – Procurement personnel [footnoteRef:2]who add CBP asset management data into a CBP asset management system. [2: Procurement Personnel: CBP personnel who input asset data into the CAMS system.]

· CAMS Maintenance Scenario – CBP maintainers[footnoteRef:3] who maintain CBP assets and the assets’ maintenance records. [3: CBP Maintainers: CBP personnel managing asset maintenance throughout an asset’s lifecycle. ]

· CAMS Reporting Scenario – CBP stakeholders[footnoteRef:4] who track, review, and report CBP asset data. [4: CBP Stakeholders: Enterprise level asset managers, such as, but not limited to Personal Property Program Management Office (PPPMO) managers, Office of Facilities and Asset Management (OFAM) leadership, field office/regional and DC leadership.]

· CAMS Compliance Scenario – CBP personnel who ensure compliance with CBP, DHS, and government wide asset management policies.

· CAMS Financial Management Scenario – CBP personnel who analyze and track asset data to determine the funding needed to support CBP asset management activities.

· CAMS Mission Execution Scenario: CBP personnel who are involved in field activities where asset information is needed to execute their mission.

CAMS Operational Scenario Execution Procurement Personnel: Procurement Personnel involved in this scenario include but are not limited to, Local Property Officers (LPO) In Service Engineering Activities (ISEA), In Service Maintenance Activities (ISMA), Configuration Managers and Field Service Representatives (FSR) Various CBP personnel are involved in executing activities that allow CBP to input and manage asset data. Below is a list of specific activities carried out as part of this scenario:

· Input asset data for inventory reporting in an asset management system and export various inventory reports to analyze the asset records.

· Review inventory reports to identify which asset records have discrepancies, and which ones are ready to be closed out.

· Liaise between CBP stakeholders and procurement personnel in the field to correct, change, or update asset records.

· Complete inventory reports and submit them to CBP stakeholders across the CBP enterprise for awareness and to aid in decision making.

Current CBP Asset Management System Challenges and Potential CBP Asset Management Capabilities Procurement personnel face multiple challenges when working in current CBP asset management systems. Below is a list of challenges procurement personnel currently face when interacting with CBP asset management systems, and potential capabilities CAMS will provide procurement personnel to solve some of the listed challenges.

Current CBP Asset Management System Challenges

· Procurement personnel must export and save asset data to a secondary location to review inventory reports, resulting in missing asset information due to export issues.

· Large amounts of asset data are manually inputted, particularly through free text, which leads to the incorrect categorization of assets.

· Lack of data integration between current system has led to incomplete data records.

Potential CBP Asset Management Capabilities

· CAMS will have the ability to automate the asset recordation process, where able, and to prompt procurement personnel to choose from a data dictionary and pre-populated asset information labels to ensure data accuracy.

· CAMS will have features that detect or prevent the inclusion of incomplete or inaccurate data.

· CAMS will provide uniform inventory reporting templates which will reduce the time spent on creating and analyzing individual reports.

· CAMS will include automated data cleaning processes and quality assurance checks to reduce the amount of manual re-work and data cleaning per asset record.

CAMS Maintenance Scenario Execution CBP Personnel: CBP Personnel involved in this scenario include but are not limited to, CBP Developers, Product Architects, SCRUM Masters, Business Analysts, Asset Managers, Field Operators, and Maintainers.

CBP maintainers perform asset maintenance and input the asset maintenance data into an asset management system creating Maintenance Work Orders (MWO) and other applicable reports. Below is a list of specific activities carried out as part of this scenario:

· Record and manage maintenance performance data for preventative and ongoing maintenance activities.

· Perform quality checks on asset maintenance data before a report is created for CBP stakeholders.

· Create reports and MWOs to ensure assets are at the proper location and are operationally ready for deployment.

Current CBP Asset Management System Challenges and Potential CBP Asset Management Capabilities CBP maintainers face multiple challenges when working in current CBP asset management systems. Below is a list of challenges CBP maintainers currently face when interacting with CBP asset management systems, and potential capabilities CAMS will provide CBP maintainers to solve some of the listed challenges.

Current CBP Asset Management System Challenges

· CBP stakeholders change asset maintenance recordation processes and do not inform or provide guidance to CBP personnel in the field on the required process changes, leading to the development of incomplete or outdated records.

· Some asset data is not being recorded in each asset management system and the data that is being recorded is not always added in a useable format for example, data is recorded manually and scanned in as a PDF. The data is also not being recorded properly due to a lack of tools or CBP maintainers lack the ability to understand and utilize the data.

· Inability to make accurate procurement, sparing, and disposal decisions due to a lack of holistic and accurate data records.

· Current asset management systems rely on standardized reporting templates and do not have the capability to develop ad-hoc or custom reports.

· Some CBP asset management systems do not track asset details down to a granular level to understand why a part might have failed. Without the ability to track specific asset details, decision makers will not be able to identify where future problems might occur.

· Data is entered into an asset management system after the maintenance activity has occurred leading to asset management data that could be incomplete and an asset record that is not as up to date as possible.

Potential CBP Asset Management Capabilities

· CAMS will ensure that asset maintenance reporting guidelines, SOPs, and training are followed as efficiently as possible by developing processes and automating data recordation activities.

· CAMS will provide information necessary to enable repair and reallocation prioritization

· CAMS will reduce labor hours due to the automation of maintenance reporting and will allow CBP personnel to focus on conducting preventative and corrective maintenance to reduce asset downtime.

· CAMS will track consumables to identify how many and what type of assets are not deployable in various locations. This activity will increase asset availability information across the CBP enterprise.

· CAMS will provide actionable asset management data that is necessary for CBP stakeholders to determine spare rates before making asset acquisition and parts sourcing decisions to reallocate resources within mission requirements and budgetary boundaries.

· CAMS will provide the ability to upload bulk data or larger asset management data uploads to reduce the time it takes CBP maintainers to record asset data.

CAMS Reporting Scenario Execution CBP Stakeholders: Program Analysts and CBP Leadership CBP stakeholders pull asset data from an asset management system to conduct quality assurance checks, create reports, and submit the reports to CBP leadership to aid in decision making. Below is a list of specific activities carried out as part of this scenario:

· Track and analyze asset data by reviewing asset records in an asset management system to ensure accurate asset information is readily available.

· Review asset records to determine where an asset is located, why an asset was added to a stations’ property book. how the asset should be removed, the assets condition, the assets requirements, review upcoming disposition turn in/lateral transfers, and what loss reporting is associated with the asset record.

· Develop reports on an ad hoc, monthly, quarterly, and annual basis for CBP leadership and DHS with information on asset readiness and any missing or lost assets.

Current CBP Asset Management System Challenges and Potential CBP Asset Management Capabilities CBP stakeholders face multiple challenges when working in current CBP asset management systems. Below is a list of challenges CBP stakeholders currently face when interacting with CBP asset management systems, and potential capabilities CAMS will provide CBP stakeholders to solve some of the listed challenges.

Current CBP Asset Management System Challenges

· CBP personnel manually input asset data, with no data dictionary, which creates reporting errors as there is no standard asset data naming and categorization.

· Current systems do not allow for an enterprise view of asset leading to poor utilization of existing assets.

· Many CBP offices use paper to actively track assets, the paper is then scanned into a PDF and uploaded to an asset management system, which is not traceable or easily digestible.

· CBP stakeholders spend a large amount of time completing quality assurance activities, controls check, and inputting updated asset information.

Potential CBP Asset Management Capabilities

· CBP stakeholders will have asset visibility of stock items available throughout the CBP enterprise and increased precision tracking of inventory, parts, tools, and consumables.

· CAMS will enable CBP stakeholders to consolidate and organize all CBP asset data and will automatically notify CBP stakeholders when risks are identified.

· CAMS will provide standard asset naming and categorization to allow CBP stakeholders to easily populate asset records, generate reports with less errors, and decrease the amount of time spent on asset data quality checks.

· CAMS will allow CBP stakeholders to track active assets across the CBP enterprise and provide information such as asset status/condition, location, connection to the end item/equipment, ongoing replenishment action, asset risks, ownership, last inventoried date, any changes made to the asset record, etc. to communicate asset mission readiness and provide asset visibility to CBP leadership.

· CAMS will enable advanced analytics for ad hoc analysis required to respond to senior leadership requests, Cost Wise Readiness (CWR) analytics, and requirements determinations. Advanced analytics will pull information from multiple asset management systems, digest/deconflict the asset information, and produce asset management reports that provide a holistic look at CBPs asset management data enterprise wide.

CAMS Compliance Scenario Execution CBP Personnel: LPOs, Local Property Coordinators (LPCs), Local Asset Office (LAOs), Inventory Takers, CBP Leadership, OFAM AC, DHS, and Congress.

CBP personnel input asset inventory data into an asset management system and run inventory reports to monitor each CBP office’s inventory progress and ensure offices remain compliant by completing inventory on time. Below is a list of specific activities carried out as part of this scenario:

· Develop several reports in each asset management system, consolidate all the asset inventory data in one report, then input the final report information in a reporting template sent to the OFAM AC.

· Coordinate with the CBP offices in need of asset inventory reporting support and assist them to complete the inventory report efficiently and adequately.

· Provide assistance, compliance training, and resources for CBP personnel working with asset management data in the field.

· Liaise between Office of Information Technology (OIT) and system owners to identify improvements and track high risk assets.

· Utilize asset data to develop asset management compliance reports required by DHS and congress to demonstrate asset management compliance.

Current CBP Asset Management System Challenges and Potential CBP Asset Management Capabilities CBP personnel face multiple challenges when working in current CBP asset management systems. Below is a list of challenges CBP personnel currently face when interacting with CBP asset management systems, and potential capabilities CAMS will provide CBP personnel to solve some of the listed challenges.

Current CBP Asset Management System Challenges

· The inventory reporting process takes a copious amount of labor hours to complete and to identify the relevant data that needs to be reported to remain compliant.

· The current inventory reporting process requires CBP personnel to request additional/ad hoc information that is not automatically generated in a CBP asset management system, delaying the submission of the inventory reports.

· Inventory reporting templates have been established making it difficult to create ad hoc reports for CBP leadership on asset management compliance throughout the inventory process.

· Specific asset management systems do not share all data necessary to develop all-encompassing asset management reports. This leads to the same data manually being taken from one system and inputting it into another.

Potential CBP Asset Management Capabilities

· CAMS will automate asset management reporting activities, allowing users to manage asset records and satisfy compliance requirements throughout the asset’s lifecycle, reducing risk and incomplete asset records.

· CAMS will provide more accurate asset information in real time, reducing the need for re-work during inventory reporting.

· When CBP receives and/or acquires an asset such as a firearm or hazardous materials, CAMS will properly categorize assets to include asset class, property code, capitalization requirements, potential risk, etc. and will allow users to ensure prescribed requirements are complied with.

CAMS Financial Management Scenario Execution CBP Stakeholders: Financial Program Analysts, Financial Program Manager, and CBP Leadership CBP stakeholders use asset management data to manage program budgets, track each programs spend plans, and identify the financial support CBP will require to maintain and procure CBP assets. Below is a list of specific activities carried out as part of this scenario:

· Input purchase requisitions (PRs) into an asset management system to track CBP program budgets, burn rates, obligation rates, and invoices paid to vendors.

· Complete the entire PR process in an asset management system when CBP procures an asset.

· Review resources expended on procuring and maintaining individual assets per program throughout the funding lifecycle.

· Develop modules and dashboards to provide funding information on program execution, future budget plans, assets per organization, and budget usage.

Current CBP Asset Management System Challenges and Potential CBP Asset Management Capabilities CBP stakeholders face multiple challenges when working in current CBP asset management systems. Below is a list of challenges CBP stakeholders currently face when interacting with CBP asset management systems, and potential capabilities CAMS will provide CBP stakeholders to solve some of the listed challenges.

Current CBP Asset Management System Challenges

· CBP personnel are unable to pull real time asset records after updating or adding an asset information into a CBP asset management system since updates are reflected every 24 hours.

· CBP is unable to provide roll-up cost information for mission assets consisting of components that cross programs.

· Current asset management systems do not provide detailed cost data for CWR efforts or contractual information, and do not associate cost information to specific programs/offices.

Potential CBP Asset Management Capabilities

· The CAMS system will reduce financial planning inefficiencies through automated cost calculations.

· CAMS will include the ability to export data to other systems/programs to sort and filter asset information into a digestible format to expedite purchasing decisions.

· CAMS will access current agency wide spending information in real time, identified in multiple asset management systems, and allow CBP leadership to determine ways to reduce spending during future budget cycles.

· CAMS advanced analytics capabilities will assess current agency wide spending information in real time, identified in multiple asset management system, and allow CBP leadership to determine ways to reduce spending during future budget cycles.

· Accurate costs, at the program level and below, will be captured and utilized to evaluate current performance and inform options if performance is not at the desired level.

CAMS Mission Execution Scenario Execution CBP Personnel: CBP Personnel involved in this scenario include but are not limited to, Border Patrol Agents, Air and Maritime Agents, and Field Operations Officers.

CBP personnel are involved in field activities that require awareness of the number, location, and status of assets needed to execute their mission. Below is a list of specific activities carried out as part of this scenario:

· Plan future missions based on an awareness of what assets are required and available or could be made available either within their sector or from other sectors/areas to support the mission.

· Identify asset requirements by location as well as assets on hand and status, visibility of assets in maintenance and associated repair times, and status of replenishment actions to adjust asset levels by location to maximize the region’s ability to meet all mission requirements and provide higher headquarters with a real time understanding of the region’s readiness.

· Access asset information regarding asset status and location, as well as costs, to make critical decisions on procurement, sparing, repositioning, and disposal to support all CBP’s missions with limited resources and track CBP mission readiness Current CBP Asset Management System Challenges and Potential CBP Asset Management Capabilities CBP personnel face multiple challenges when working in current CBP asset management systems. Below is a list of challenges CBP personnel currently face when interacting with CBP asset management systems, and potential capabilities CAMS will provide CBP personnel to solve some of the listed challenges.

Current CBP Asset Management System Challenges

· There is no “single system” that provides visibility of asset information at any level.

· Personnel are required to collect asset information through multiple sources (systems and interviews) and then capture and update this information in another system with limited access, if any, by other personnel.

· Leadership, at all levels, is unable to optimize mission and resource planning because of an inability to access/view existing resources and status, planned procurements and disposals, and by an inability to reallocate resources among components, regions, or sectors without additional cumbersome manual research.

Potential CBP Asset Management Capabilities

· CAMS will provide the required asset visibility, at all levels, for leadership to quickly make informed logistics and sustainment decisions that optimize asset availability at best cost and increase the likelihood of mission success.

· CAMS will provide the ability, with leadership approval, to seamlessly relocate assets across the CBP enterprise according to mission need.

· CAMS will provide visibility of assets across the CBP enterprise to assist mission planners and help ensure optimal allocation of resources to match enterprise-wide requirements.

· CAMS will provide operations personnel an enterprise perspective with sufficient drill-down capability to an individual stations’ asset status. This enterprise perspective provides operational decision makers at the station, sector, and Joint/Combined levels the ability to quickly make data-based mission support decisions which are logistically supportable and detail asset capability and costs.