Enterprise Property Management System.pdf

United States Marshals Service Request for Information (RFI): DJMS-12-RFI-0001 Enterprise Property Management System

1. Introduction

This is a Request for Information (RFI) announcement only. This is not a solicitation and in no way commits the Government to award a contract.

Furthermore, the receipt of this RFI and or submission of a response confer no rights upon the vendor nor obligate the Government in any manner.

The USMS is performing market research to determine industry interest and capabilities for delivering a wide range of application and infrastructure services.

Specifically, these enterprise-wide services shall provide the Department with custom application development/operations/maintenance, commercial off-the-shelf (COTS) software configuration, and data center infrastructure operations and maintenance (O&M).

2. Background

The U. S. Marshals Service (USMS), which is a component of the Department of Justice (DOJ), has approximately 7,500 employees and support Vendors located in approximately 500 offices across the U.S. and its territories. To a large extent, the USMS is co-located in federal courthouses; although there are increasing numbers of law enforcement task forces led by or participated in by USMS staff that is separately located.

The Information Technology Division (ITD) is responsible for providing Information Technology (IT) support to meet the operational and administrative needs of the organization. USMS ITD provides mission critical enterprise-wide services and resources, as well as technical and operational support to the USMS. USMS IT develops and deploys systems that conform to the technology requirements of the USMS architectural standard as set forth by the Justice Management Division (JMD).

This SOW addresses the procurement of a Hosted Enterprise IBM Maximo Asset Management System or equivalent to support the USMS.

3. USMS Enterprise Background

USMS’s primary IT support resources are located in Arlington, Va. The Data Centers are currently located in Arlington, VA, Sterling, VA and the Marshals Alternate Computer Center in Dallas, TX. These 24x7x365 facilities functions as an infrastructure and communications hub for all 94 USA Districts and currently houses approximately 100 physical servers of various sizes and 250 virtual servers. The physical servers are predominantly Dell servers running Windows 2008 or the Linux operating System. The Virtual environment is primarily VMware with a handful of Hyper-V instances. The enterprise database services implemented at USMS include Oracle RDBMS, SQL-server 2008, Lotus Notes DB and Informix.

USMS ITD is continuing to build enterprise solutions to capitalize on advancing technologies in support of the USMS mission to execute its operations. The USMS intends to procure the IBM Maximo Asset Manager System or equivalent. Asset Management system will serve USMS needs to manage its enterprise Assets to replace the current property management system (Argis). The vendor shall be prepared to gather requirements, and be prepared to support the integration with the Asset Management System, CATS, and Unified Financial Management System (UFMS).

4. Property/Asset Management System

This requirement shall include the acquisition of Licenses, implementation of the Maximo Asset Management System or equivalent to include: the migration of the data from the current Asset management datasets, Cloud hosting environments (development/test, training, production, and Contingency of Operations (COOP) Instances of the USMS Property/Assets Management System in a secure data center that meets the USMS, DOJ and US Government IT Security requirements; and O&M Support services of the new Property/Asset Management System. The hosting services provider shall make the Property/Asset Management System (the applications & databases, reporting, auditing & other components of the Asset Management System) available to the USMS users based on agreed upon quality of service metrics (QoS).

The Vendor shall deploy, host and operate/administer a hosted web-based Asset Management System. The deployment of the Asset Management system should have the following major functions as in the table below. The high level requirements can be found in appendix A:

Requirement Administrative Tools Inventory Manager Excess Property Manager Property management System Configuration/Review Manager Catalog Manager Asset Center Representative/manager Query Manager Fleet Specific Functions Mobile Scanners & RFID/GPS manager GSA Excess support Security Requisitions Record keeping SLA management Reporting System data output Hosting System and data Security

5. Property/Asset Management System Licensing The Vendor is to acquire the Property management system and licenses for Maximo or equilivant as listed below to be used to support the USMS implementation of the Enterprise Asset Management capability. The acquisition of licenses may be done in a bulk upfront for the projected number of users to help reduce the overall cost of licensing. USMS requires that licenses have price protection included to allow for the acquisition of additional licenses as needed across the 5 years at a discounted rate. The

• 130 Maximo for Transportation

• 1270 Maximo Asset Manager

• 575 Maximo Mobile Asset Manager

• 25,000 fixed assets to be managed/monitored via the Real-Time Asset Locator (RTAL) Module

The vendor shall provide O&M licensing support for licenses and the ability for USMS to “True-up” operations licenses in the Base Year and all Option Years.

6. Cloud Hosted Environment Implementation Services

The Contractor is to establish Cloud Hosted USMS environment to support IOC capability. The Cloud hosting provider must be an already approved DOJ Cloud Hosting site (i.e. a site that DOJ has already completed security accreditation with regards to cloud hosting of software and data).

Implement standard template(s) with minor configuration changes to support USMS enterprise needs working with USMS stakeholders Migrate existing data into the Property Management System from Argis (Oracle), Fleet Management (lotus Notes), and other datasets (potentially oracle, excel spreadsheets, access databases, DB2) Project Plan and Milestones to include creation of documentation to support the USMS Configuration Management Process, Security, Account Management, Tier 1 Help Desk Materials, Training Materials, etc.

Implement Maximo Project Manager System or equivalent for Transportation and Mobile Asset Manager for USMS enterprise solution Support a User Acceptance Test of the IOC implementation Provide Training Materials for the IOC implementation Train up to 40 USMS Trainers Deploy to Production for MSD, JSD and TOD Ensure there is a COOP instance (i.e. Disaster recovery instance) that is no more than 12 hours out of sync.

7. Cloud Hosting Services Support

1. Support the stand-up of and operations/maintenance of the Development, Test/Training, Production and COOP, in the Property Management System Environments in the Cloud.

2. Ensure the environments are up 99.9% of the time.

3. Ensure Security patches are applied in a timely fashion.

4. Coordinate with USMS PM Team when ready to migrate from Development/Test environments for verification and operational deployment to Production/COOP environments.

5. Ensure Property/Manages System upgrades are applied in a timely fashion.

6. Coordinate with USMS PM team to schedule implementation in Development/Test environments for verification and operational deployment to Production/COOP environments.

7. Ensure Documentation (Training, Help Desk, SOPs, Security, etc.) is kept current.

8. Ensure processes and procedures are in place to rapidly transition from the Production instance to the COOP instance (to include USMS coordination).

9. Work with USMS Help Desk to ensure processes/procedures are in place to transition user help requests from Tier 1 (USMS) to Tier 2-4 support (Cloud Hosting Vendor).

10. Provide Tier 2-4 Help Desk Support.

11. Perform Data loads for additional sites/asset types per SOPs/scripts created in Enhancement Tasks.

12. Support the phased migration of users to the Property Management System.

13. Anticipate ~ 650 non-AFD users in support of IOC implementation.

14. Support the phased migration of additional USMS AFD users to the Property Management System.

8. Enhance USMS environment to support Asset Forfeiture Division Operations Implementation Service Support

1. Provide Project Plan and Milestones to include creation/update of documentation to support the USMS Configuration Management Process, Security, Account Management, Tier 1 Help Desk Materials, Training Materials, etc.

2. Work with USMS Security Team to ensure capability can be deployed on schedule.

3. Enhance Existing Property Management System implementation to support Asset Forfeiture Division.

4. Enhance standard template(s) with minor configuration changes to support any additional AFD requirements.

5. Migrate existing AFD data into Maximo for the Pilot sites/Asset Types.

6. Develop reusable scripts and SOPs so that additional sites data and/or additional asset types can be loaded by the Cloud Hosting team.

7. Develop and Implement an Interface with Consolidated Asset Tracking System (CATS). CATS is managed by the Asset Forfeiture Management Staff (AFMS). The system is designed to track, throughout the forfeiture life-cycle, assets seized by federal law enforcement agencies. Seizure and forfeiture sanctions are governed by numerous statutes and regulations within the United States Code, and are initiated against property that was either used in commission of a crime or was purchased with proceeds from criminal activity.

Background: CATS is implemented with a Web-based (Java like) Front End and DB2 database. The interface could be web service, automated data feed (replication), batch process. The details will be determined as part of the requirements gathering process.

8. Gather requirements to for CATS for the integration with the Asset

Management system.

9. Develop functional (FRD) for the integration of the Asset Management

System (AMS) and CATS.

10. Provide updated Project Plan (if needed).

11. Implement in the development/test environment.

12. Initial implementation of Real-Time Asset Locator (RTAL) Module.

13. Gather requirements for the RTAL Asset Management system.

14. Develop functional (FRD) for the integration of the Asset Management System (AMS).

15. Provide updated Project Plan (if needed).

16. Implement in the development/test environment.

17. Support a User Acceptance Test of the AFD Implementation.

18. Provide Updated Training Materials for the AFD implementation.

19. Train up to 40 Train the Trainers.

20. Deploy to Production for AFD.

21. The initial implementation may be for a subset of users and/or asset types.

9. Optional Implementation Services Support (Base Year – Option Year 5)

Develop and Implement an Interface with DOJ Unified Financial Management System (UFMS)

Background: UFMS is implemented with a Momentum Front End and Oracle database. The interface could be web service, automated data feed

(replication), batch process. The details will be determined as part of the requirements gathering process.

Provide Project Plan and Milestones to include creation/update of documentation to support the USMS Configuration Management Process, Security, Account Management, Tier 1 Help Desk Materials, Training Materials, etc.

Gather requirements to for DOJ Unified Financial Management System (UFMS) for the integration with the Asset Management system Develop functional (FRD) for the integration of the Asset Management System (AMS) and UFMS Provide updated Project Plan (if needed) Implement in the development/test environment Support a User Acceptance Test of the UFMS interface Implementation Provide Updated Training Materials (if needed) Train up to 40 Train the Trainers (if needed) Deploy to Production Enhance USMS environment to support additional Asset Forfeiture Division Asset Types Enhance standard template(s) with minor configuration changes to support any additional AFD requirements Migrate existing AFD data into the property management system for the additional Asset Types.

Develop/Update reusable scripts and SOPs so that additional sites data and/or additional asset types can be loaded by the Cloud Hosting team

10. Deployment Phase The Contractor shall have 90 days to complete the deployment of the Property/Asset Management System. The Contractor will continue afterward to Host and run the system for USMS for the base year and four option years.

11. Place of Performance

The tasks associated with this statement of work will be principally performed at USMS Headquarters, Crystal Square #4, and Arlington, Virginia 22202 & the hosting facility.

Appendix A: High Level Functional Requirements

Requirement Description Administrative Tools

The system shall Layout and Configuration

The system shall Manage access to modules

The system shall Setup property modules The system shall Forgotten Password The system shall Inbox / Assignments

Setup Change Password Web-based admin User Self Registration with workflow Organizations & roles The system shall Calendars The system shall Communication

Templates The system shall create classifications and establish overall classification hierarchies for Items, Assets, Locations, Work Orders, etc.

The system shall Import actual configuration items/templates

The system shall Work View The system shall View Documents

The system shall Report Creation/Administration

The system shall Allow the assigned administrators to modify the system.

The system shall Allow the assigned administrators to assign user roles.

The system shall allow the assigned administrators to add names.

The system shall allow the assigned administrators to create organization contact.

The system shall allow the assigned administrators to add manufactures.

The system shall allow the assigned administrators to create cost centers.

The system shall allow the assigned administrators to create locations.

Inventory Manager

The system shall allow the assigned inventory managers to enter serial numbers.

The system shall allow the assigned inventory managers to enter asset value.

The system shall allow the assigned inventory managers to enter acquisition date.

The system shall allow the assigned inventory managers to enter acquisition document.

The system shall allow the assigned inventory managers to assign initial events.

The system shall allow the assigned inventory managers to assign sites.

The system shall allow the assigned inventory managers to assign locations.

The system shall allow the assigned inventory managers to assign assets to users.

inventory managers to assign assets to cost centers.

The system shall allow the assigned inventory managers to create final events.

The system shall allow the assigned inventory managers to add pictures.

The system shall allow the assigned inventory managers to add comments.

The system shall allow the assigned inventory managers to add attachments (examples: e-mail, word documents, and PDF’s)

The system shall allow the assigned inventory managers to run management reports.

The system shall allow the assigned inventory managers to make asset transfers.

The system shall allow Stocked Tools The system shall allow Inventory The system shall allow Issues and

Transfers The system shall allow Condition Codes Excess Property Manager

The system shall allow Record excess, assigned, date, and create final documents for assets

The system shall allow Generate GSA excess an audit trail record when a user logs in or out of the system.

The system shall allow the assigned excess managers to excess assets.

The system shall allow the assigned excess managers to enter excess documents.

The system shall allow the assigned excess managers to enter excess date.

The system shall allow the assigned excess managers to create final events (disposals).

Property management System Configuration/Review Manager

The system shall allow to change System Properties

The system shall allow Logging The system shall allow Database

Configuration The system shall allow Application

Design The system shall allow Roles The system shall allow Escalations within workflow The system shall allow Workflow

Administration The system shall allow Manage cron Task

Setup The system shall allow date Migration The system shall allow Groups Migration The system shall allow the assigned review manager to create review model resolutions.

The system shall allow the assigned review manager to run review reports.

Catalog Manager The system shall allow the assigned catalogers to add model numbers.

The system shall allow the assigned catalogers to add model names.

The system shall allow the assigned catalogers to add official names.

catalogers to add pictures at catalog level.

Asset Center Representative/manager

The system shall allow the assigned asset center representative to change names attached to assets within assigned cost center.

The system shall allow the assigned asset center representative to change sites to assets within assigned cost center.

The system shall allow the assigned asset center representative to change locations to assets within assigned cost center.

The system shall allow the assigned asset center representative to make request inventory change to another cost center (transfer request).

The system shall allow the assigned asset center representative to close inventory asset request from other cost centers (transfer acceptance).

The system shall allow the assigned asset center representative to change sites to assets within assigned cost center.

The system shall allow the assigned asset center representative to add pictures to an asset.

The system shall allow the assigned asset center representative to add comments to an asset.

The system shall allow the assigned asset center representative to add attachments to an asset.

The system shall allow the assigned asset center representative to run management reports.

Query Manager The system shall allow the assigned read

Query to run management reports.

The system shall allow the assigned read

Query to make single inquiries in the Inventory assets summary and history.

Fleet Specific Functions The system shall allow Assignment

Manager The system shall allow Contract

Management The system shall allow Drivers Log The system shall allow Workflow The system shall keep Fuel Records Fuel Tank Monitoring The system shall allow Inspections and

Servicing The system shall allow Insurance records The system shall keep Licenses and

Registration The system shall allow Life Cycle Costing

/Depreciation The system shall allow Log Segments and

Problems The system shall keep Maintenance recoding/scheduling The system shall keep Meter Change Out The system shall keep Meter History The system shall keep Motor Pool records The system shall keep Motor Pool

Reservations The system shall keep Move History The system shall keep Recent and Repeat

Repairs records The system shall keep Repair records Transportation Reports (FAST & Industry specific Key Performance) The system shall keep Vehicle Data The system shall keep Vehicle History The system shall keep Warranty Alerts The system shall keep Warranty Tracking The system shall keep Accident tracking

& reporting

Mobile Scanners & RFID/GPS manager

The system shall support hand held devices to manage property

The system shall utilize existing Statement of Work specifications to create a list of inspectable items in a checklist form for each required inspection.

The system shall update information regarding the condition and GPS location of assets during the inspection.

The system shall provide the capability to take additional photographs

The system shall log who accomplished the inspection.

The system shall catalog all assets with Radio Frequency Identification (RFID) tags that can store the asset identification number generated by CATS.

The system shall log the GPS location of each asset.

The system shall allow users to take any necessary photographs

The system shall provide auto-notification of asset movement (will depend on asset type).

The system shall allow the functionality to easily switch RFID tags in the event an active tag fails.

Must allow each asset to be flagged for relocation, preventing unnecessary auto-notification warning messages. (in the event an asset is moved with prior knowledge)

The system shall log all system events and who performed or authorized each.

The system shall catalog all assets with Radio Frequency Identification (RFID) tags that can store the asset identification number generated by CATS.

The system shall log the GPS location of each asset.

GSA Excess support

Record excess, assigned, date, and create final documents for assets

Generate GSA excess an audit trail record when a user logs in or out of the system.

Security The system shall have Security Groups The system shall have Identity/Access control for Users Generate an audit trail record when a user logs in or out of the system.

Produce an audit trail record for all specified events.

The system shall Retain audit logs for a specified amount of days.

The system shall Limit specified event to authorized users.

The system shall Deliver audit logs to the

"Sys Log" server.

The system shall generate an error log when data has an error.

The system shall use Oracle as the RDBMS and the Windows as the Operating system.

The system shall allow accessibility to the from third security party tools.

Retrieve the security audit data from the property application.

The system shall allow a migration of data from the current system to new system.

Requisitions Record keeping

The system shall allow Purchase Requisitions

The system shall allow Purchase Orders The system shall allow Receiving The system shall allow Invoices The system shall allow Companies info The system shall allow Company Master The system shall allow Terms and

Conditions The system shall allow Create Service

Request The system shall allow View Service

Requests The system shall allow Create Requisition data The system shall allow View Requisition data SLA management The system shall allow Service Level

Agreements Reporting The system shall allow Add hoc reports The system shall allow Database table manipulation

The system shall allow Caned reports Admin reports The system shall allow Current system users The system shall show the Users activities The system shall show Internal and External auditing requirements

The system shall show Asset location (i.e., an Interactive Map)

The system shall show Verification of asset location versus inspector location during physical inspection.

The system shall show Summary counts of cataloged assets by location, asset type, and district.

The system shall show Asset life cycle reports that log all locations and movements of an asset.

The system shall show Automatic email notifications when an asset is moved without approval.

The system shall show Automatic email notifications when an asset tag is tampered with.

The system shall show Asset location reports (in list format or map format) by district or all assets

System data output

XML

CSV

Hosting System and data Security

The system shall Leverage existing policies and procedures to manage infrastructure equipment. Recommend methods for improving knowledge systems. Work with IT specialists to establish and maintain orderly records of equipment and systems

The system shall Support existing system controls and recommend improvements.

Support compliance with applicable laws and regulations

The system shall support COOP operations

The system shall be maintained based on system security in accordance with Federal Information Security Management Act (FISMA), Federal Information System Controls Audit Manual (FISCAM), Federal Desktop Core Configuration (FDCC)/ US Govt Configuration Baseline (USGCB), USDOJ and USMS policy and guidance

The system shall support & Monitor system and perform maintenance weekly (OS, application patching)

The system shall Leverage existing policies and procedures to manage infrastructure equipment.

12. RFI Format

If your firm is capable of providing any of the Anticipated Scope of Services requirements described herein, please provide a Capability Statement. The Capability Statement should include general information and technical background describing your firm's experience providing similar service delivery requirements. At a minimum, USMS requests the following information:

1. Capabilities Statement Request addressing the Cloud, Integration to UFMS, CATS;

2. A Vendor Capability Statement and a brief organizational history outlining your company’s ability to perform the requested services you are capable of providing; and

3. Answers to the following questions:

a. What services described by this RFI are you capable of providing?

Please provide information on the depth and breadth of your technical and managerial capabilities.

b. What federal government contract type/pricing model (e.g. Firm-

Fixed-Price, Time-and-Materials, Cost-Reimbursable) does your firm typically suggest for each of the requested services? Why?

c. Describe how your company believes each of the requested services interrelates, and which of those services you suggest acquiring together or separately to maximize efficiency and effectiveness from a technical, management, and operations viewpoint. I.e.

Property Management System and licenses, Contract Support Services, and Cloud.

d. What unique or innovative approaches should USMS consider in defining the requirements? What performance-based measures and metrics would you recommend for each service area (i.e. what data would you propose to measure as quality assurance and contract performance indicators for the Anticipated Scope of Services)?

e. What time frame is necessary, from date of award, to deployment?

f. Can this requirement be let via your Federal Supply Schedule? If so, identify your FSS Contract Number.

g. Does your firm meet any of the Social Economic Programs, i.e. Small

Business Set-Aside, 8A, Women Owned, etc.?

h. Estimated cost for the Property Management System and Licenses.

i. What Cloud Hosting Environment do you recommend?

j. Identify labor categories that can successfully fulfill the requirements of the SOW.

13. Responses to the RFI

Any proprietary information contained in the capability statement must be marked accordingly. The capability statement should consist of recommendations to maximize the efficiency and effectiveness of the anticipated solicitation and resulting contract, to include effective assessment methods, techniques, and best commercial practices in performance of the requirement as outlined herein, are welcome.

If your firm is interested and capable of providing any of the service requirements described herein, then interested parties should submit an electronic copy of the completed capability statement in MSWORD format via email.

Responses are due no later than 2:00 PM (14:00) Eastern Time, Friday, June 15, 2012 directed to:

Contracting Officer’s Name: Carolyn Hendrick E-mail Address: Carolyn.Hendrick@usdoj.gov Subject Line: Property Management System Market Research

This RFI is solely intended for information and planning purposes and does not constitute a solicitation.

mailto:Carolyn.Hendrick@usdoj.gov