IWMS SOW.docx

Architect of the Capitol Requisition #: XXXXXXXXX Statement of Work For Integrate Workplace Management Systems (IWMS Software)

DATE: April 30, 2025 Architect of the Capitol IWMS Software

SOW Version: April 12, 2024

1. Summary and Background The Architect of the Capitol (AOC) is seeking proposals for the procurement and implementation of an Integrated Workplace Management System (IWMS) that includes Computerized Maintenance Management (CMMS) and Enterprise Asset Management (EAM) solution, Space utilization, reporting within a centralized database that best meets the AOC’s needs. This includes software, facilities, projects, space management, implementation services, training, and technical support.

The AOC intends to purchase a software solution that supports the long-term vision for continual growth of enterprise asset management best practices, promotes resiliency and sustainability, and bolsters operations and services. The solution will streamline customer service requests and work order processes, enhance mobile functionality, and strengthen financial planning capabilities.

The IWMS system’s core features must include GIS compatibility, whole lifecycle cost analysis and management, work request and management, resource management and scheduling, financial and Capital planning, and robust analytics and reporting. However, the AOC has unique requirements that potential vendors should also consider. These include project tracking, purchase and requisition functionality, timekeeping, warehouse and inventory capabilities, fleet management, facilities management, space and move management, powerful mobile functionality, workflow, and process automation.

The AOC seeks a new Integrated Workplace Management System (solution and a partner who shares our commitment to excellence. In preparation for this, the AOC has conducted an exhaustive needs assessment to outline the objectives for the future state of its enterprise asset management operations and processes. This desired future state is an IWMS /EAM/FM) implementation (technical configuration and business processes) that is effective and aligned with the best practices in asset management as defined by ISO 55001.

Agency Background. The AOC is responsible for maintaining, operating, developing, and preserving over 18,400,000 square feet of building space and over 570 acres of land within the United States Capitol Complex and outlying sites. AOC facilities are organized by jurisdictions, which include the United States Capitol, the House Office Buildings and the Senate Office Buildings, the Library of Congress Buildings and Grounds, the United States Supreme Court, the United States Botanic Garden, the United States Capitol Power Plant, the Capitol Grounds, and the Capitol Police Buildings Grounds and Security. AOC maintains facilities in the District of Columbia, Virginia, and Maryland.

The AOC’s mission is to serve Congress and the Supreme Court, preserve America’s Capitol, and inspire memorable experiences.

2. Project Objectives This aims to enter a contract with a qualified Vendor or to provide and implement a modern Integrated Workplace Management System. This includes software procurement and implementation, project management, discovery and planning, integrations, data migration, training, and support services for the AOC. Comment by Yepes, Laura (Pamela): Should we say the objective of the CMMS/EAM RFI? Since we are not there yet to compromise for a BPA Comment by Dunlap, Byron: We certainly can; lets have the CO update any specific language for the RFI.

The AOC intends to implement the new IWMS in accordance with the best practices in asset management as defined by ISO 55001.

3. Scope of Service The AOC seeks qualified vendors who can demonstrate previous experience in implementing Integrated Workplace Management Systems (IWMS) in organizations of similar size and with comparable operational needs. Vendors are expected to possess the organizational, functional, and technical capabilities to perform these services and meet or exceed the requirements outlined below.

3.1. Staffing

The AOC strongly desires the selected vendor (s) and key project team members to remain on the project for its duration. The AOC requires staff assigned to key positions (e.g., project manager, implementation specialist, conversion specialist) to have at least two years of experience with the proposed solutions. Replacement of key project personnel will require approval from the AOC. The AOC also reserves the right to remove or replace vendor personnel as necessary.

3.2. Project Management

The Vendor(s) is expected to use a project management methodology appropriate for the complexity associated with the implementation. The AOC encourages Vendor(s) to describe their project management methodology and the corresponding level of effort expected of the AOC for the successful overall management of this project.

3.3. Implementation and Installation

The Vendor(s) will be required to provide implementation services, including installation and configuration of all proposed software systems as part of the Vendor(s) proposed solution. Implementation services will include but are not limited to:

· Discovery and Business Process Mapping

· Data dictionary

· Business Rules

· Data Discovery and Migration Planning

· Software/Services setup and configuration

· Integrations, APIs

· User Acceptance Testing

· End-User Training

· Support Services

· Maintenance and Upgrade Support

· Project Documentation

3.4. Discovery and Business Process Mapping

The Vendor(s) shall provide an outline and methodology for business requirements discovery and business process mapping that demonstrates how the IWMS will be implemented to meet the business requirements.

3.5. Data Discovery and Migration Planning

The Vendor(s) shall conduct detailed data discovery and analysis with crucial AOC staff and develop a comprehensive data migration plan for all data sources in scope. The data migration plan shall include best practice recommendations, highlight areas of risk and mitigation strategies, outline ETL/ELT processes and migration tools, testing plans, and quality assurance/quality control measures. Comment by Easton, Patrick S.: This is where a mapping of fields used by old and new CMMS would be helpful where we have SSRS reports and Tableau dependencies on existing data schemas. Comment by Easton, Patrick S.: Last inventory noted that we had 700 TMA reports in use... we should consider a migration plan for those if still needed.

3.6. In-Scope Data Migration

The existing WebTMA is currently the primary data source within the scope of data migration. Data to be migrated from WebTMA into the new IWMS includes asset registry, asset history, work order information, and other associated and relevant data. Field mapping of data migration will be finalized during the Vendor discovery process.

3.7. Integration Assessment, Planning and Development

It is acknowledged that some existing business processes may need to be adjusted or modified with the implementation of a new IWMS. During discovery, the Vendor(s) will assess the business case for planned integrations. The AOC encourages vendors to describe their approach to identifying the business case for integrations, developing technical specifications for integrations, deploying the integrations, and supporting them (including schedule, budget, etc.) in the long term.

3.8. System Configuration Documentation and Administration Training The Vendor(s) shall develop and maintain detailed system configuration documentation throughout the implementation process. Documentation shall include a level of detail necessary for AOC staff to manage and administer the platform once implementation is complete. The Vendor(s) shall provide training services sufficient for AOC staff to manage and administer the system after implementation. Comment by Easton, Patrick S.: Is there any chance of on off-prem solution Not sure if there is a chance in stance there or FEDRAMP would suffice we're not Comment by Dunlap, Byron: I would certainly hope so; this is a benefit of leveraging the GSA schedule.

3.9. User Acceptance Testing

The Vendor(s) shall provide detailed user acceptance testing methodology to ensure adequate testing is conducted and feedback is documented appropriately. Documentation of testing performed, and defects identified must collected and communicated regularly between the Vendor(s) and the AOC.

3.10. End-User Training

The Vendor(s) shall develop an end-user training curriculum and materials sufficient to adequately train current and future AOC staff on the appropriate use, management, configuration, and other relevant aspects of the new IWMS system. Training must be tailored to the specific needs of individual business units and operational roles.

3.11. Support Services

The Vendor(s) shall provide support services throughout the implementation, go-live, and at least six (6) months post-go-live for each implementation phase.

All proposals, including service level agreements, documentation transfer processes, and contact methods (email, phone, chat, in-person), shall outline implementation support and standard software technical support.

3.12. Maintenance and Upgrade Support Comment by Yepes, Laura (Pamela): This should be reflected in the cost of acquiring the new platform, and any additional cost incurred going into updates, patches, etc, if any The Vendor(s) shall detail standard maintenance and upgrade processes and timelines, including primary and minor releases, hotfixes, and critical vulnerability fixes. This applies to all core and mobile or secondary products applicable to the implementation and configuration. The vendor (s) or its implementation partner shall also provide appropriate upgrade support to ensure proper deployment and configuration.

4. Key Objectives Comment by Yepes, Laura (Pamela): Add BIM integration, CAD import, Capital projects, custodial, event management, Key management, and Real estate. Lease management? Service request portal, customer service experience, CHAT options, surveys, training links The following outlines the vital functional objectives the new IWMS (IWMS/EAM/FM) platform will achieve. Identify which specific functional requirements, described in this BPA SOW, can be addressed by your product. Explicitly highlight any requirements that cannot be met. Describe the system functionality of your product that the AOC has not included but should be considered.

4.1. Asset Management

How the systems handle maintenance management, whole lifecycle expectation and cost, performance management, and replacement planning.

· Perform spatial and attribute queries and analysis.

· Track labor, equipment, and materials associated with work orders and projects to specific assets or asset assemblies.

· View complete asset history, including purchase, maintenance, labor, and replacement costs.

· Industry standard conditional assessment functionality

· Track warranties, agreements, and memoranda of understanding documents and milestone dates.

· Assign asset criticality, risk, prioritization, and failure criteria.

· Create and utilize asset lifecycle performance curves based on associated asset data (work orders, inspections, condition assessments, etc.), and use them to project future asset renewals, their associated costs, and the overall performance of the asset portfolio.

· Preventative maintenance resource planning and cost analysis

· Perform scenarios for deferred maintenance, budgeting, and asset lifecycle planning

· Document inspection results.

4.2. Asset Inventory/Register

How the system creates, manages, and integrates the asset register with complex horizontal, vertical, and mobile assets.

· GIS-based asset registers capabilities

· Can use linear referencing and dynamic segmentation to manage spatial assets

· Create and track custom asset attributes

· Complex vertical asset hierarchy (tunnels, lift station, etc.)

· Aligning with ASTM Uniformat II classification hierarchy

4.3. Work Request/Service Request

How the system intakes work or service requests. How they are created, classified, routed, and monitored.

· Intake requests from citizens and staff

· Provide multiple ways to intake requests (email, website/form, mobile device, phone, etc.)

· Duplicate request grouping (multiple calls for a single incident/request are grouped based on location or asset)

· Multiple assets per request Comment by Easton, Patrick S.: Also multi-step or requests that involve different shops. Comment by Yepes, Laura (Pamela): Multiple assets, and multiple equipment within multiple trades or workshops Comment by Dunlap, Byron: We’ll want to make sure this is described in the demonstration requirements.

· Self-service request status updates

4.4. Work Management

The system’s work management functionality, including processes and automation to facilitate day-to-day activities

· Create scheduled or recurring preventative maintenance plans

· Multiple assets assigned to a single work order

· Associate multiple tasks to individual work orders

· Create and complete work orders associated with and without related assets

· Integrate time tracking by work order, project, and task

· Manage third-party contractors that perform maintenance activities

· Support multiple types of work orders and categorization of tasks

4.5. Project Tracking

How the system tracks capital projects, associated work, service requests, tasks, and assets. Describe the project's financial tracking capabilities.

· Ability to associate multiple work orders and work requests with projects

· Track project-level labor, materials, and equipment Project budgeting and phasing

4.6. Incident Management

Efficient logging, categorization, prioritization, and resolution of incidents through automated workflows, reducing resolution time and improving service response.

4.7. Problem Management – Tools for root cause analysis and proactive problem resolution, enabling us to minimize recurring issues and enhance long-term service stability.

4.8. Change Management – Implement structured change control processes with approval workflows, risk assessments, and rollback options to ensure safe and controlled changes.

4.9. Service Request & Service Catalog – A user-friendly self-service portal with predefined service request templates, allowing users to easily submit requests and track their progress.

4.10. Knowledge Management – A centralized knowledge repository that enables IT teams and end-users to access troubleshooting guides, FAQs, and solution documentation, thereby speeding up issue resolution.

4.11. Service Level Management – SLA tracking, automated escalations, and detailed performance reporting to ensure adherence to agreed-upon service levels.

4.12. Workflow Automation – AI-driven automation for optimizing service delivery, reducing human intervention, and improving service consistency.

4.13. Integration Capabilities – Seamless connectivity with existing enterprise applications, including Active Directory, cloud services, and other essential business tools.

4.14. Communications or Notifications module to post outages, maintenances, etc.

4.15. AI Chatbot - 24/7

· 24/7 Support: Providing round-the-clock assistance, ensuring that users can get help anytime, even outside regular business hours.

· Handling routine tasks like password resets, software installations, and access permissions quickly and accurately,

· Users receive immediate responses to their queries, resulting in increased satisfaction and productivity.

· Predicting and addressing issues before they become critical, enhancing overall system reliabilities.

4.16. Resource Management

How the system handles resource management, including union and business rules, skills, availability, and dispatching

· Manage all resources associated with asset management activities

· Allow for multiple complex labor rates by job function and role

· Robust resource scheduling and calendaring

· Call center and dispatching

4.17. Fleet Management

How the system manages fleet assets, including preventative maintenance by manufacturer, recalls, motor pool, fuel management, and scheduling

· Standard fleet management and preventative maintenance programs

· Fuel management functionality

· GPS/AVL integration

· Fleet analysis, replacement planning, and budgeting

· Scheduling, check-out, and out-of-service services

· Motor pool functionality

4.18. Equipment Management

How the system manages equipment assets, including equipment lifecycle, scheduling, and replacement planning

· Manage equipment inventories and lifecycle

· Charge-back usage based on work order/project

· Scheduling, check-out, and out-of-service services

· Usage tracking and preventative maintenance scheduling

4.19. Warehouse/Inventory

How the system manages warehouse and inventory functionality, including inventory methodologies and the ability to manage multiple warehouses and inventories

· Maintain multiple independent warehouses and inventories, including mobile warehouses

· Inventory planning and reordering based on business rules and demand usage

· Accounting and reconciliation capabilities

· Barcoding (or other) inventory data entry

· Mobile device capable inventory management

· Supplier management capabilities

4.20. Reporting

Describe the system’s reporting functionality and capabilities and any additional third-party components that may be necessary

· Robust and intuitive reporting functionality

· Customizable key performance indicator measures

· Self-service reporting and sharing

· Native business intelligence and dashboard functionality

· Report driven triggers (workflow)

4.21. User Satisfaction Reports: Surveys or feedback forms - analyzing feedback to identify areas for improvement and enhance service quality.

4.22. Mobility Comment by Yepes, Laura (Pamela): Mobile General inspections, Room inspections, custodial, included IT requirements, network, security The system can utilize mobile devices for data creation, attribute reading, and update activities in connected and disconnected environments. Describe the architecture and method used for editing and synchronizing data in offline mode.

· iOS and Android-based mobile application for asset inventory, work order and service request, warehouse inventory and condition assessment and inspection

· Notifications and Location tracking

· Link and view photos and videos related to assets

· Off-line use when connectivity is limited or unavailable

· On and Offline connection to GIS data/maps

· Access all related asset data (e.g., associated operating procedures, training materials, etc.) from a mobile device.

4.23. Financial Management

The systems financial management ability to perform asset management analysis, replacement, and scenario planning

· Simple and transparent purchase orders and requisitions

· Capital planning, budgeting, and forecasting for operational and capital expenses

· Predictive cost analysis on asset lifecycle

· Reconciliation with the financial system fixed asset register

· Fiscal year-end for all transactions

· General ledger coding and financial management

· Internal and external invoicing and billing

4.24. Document Management

The system can attach and store electronic documents, files, and media files associated with assets and work activities.

· Provide document management functionality

· Link documents and files to assets

· Photo and video storage and linking

4.25. Technical Requirements Comment by Dunlap, Byron: Perhaps review by CDO Describe the architecture used to develop and host your application. Describe programming languages, application layer, and web services layer. Describe your company’s approach to software revisions, updates, and patching. Additionally, describe the security architecture used by your system, including user account access control logs, sign-in requirements, and password policies.

· Best practice, secured web-based platform compatible with modern browsers (Edge, Chrome, Firefox)

· Ability to be hosted locally, in the cloud, or Vendor hosted Comment by Dunlap, Byron: ITD and security requirements

· Division and role-based user and domain management

· Highly configurable and customizable without programmers or developers

· Intuitive workflow and process automation

· Data governance, audit, and quality controls

· Capability to allow multiple administrators by Division/Domain

· Ability to provide back-end access to the database or a data warehouse

· Ability to separate and differentiate assets and business processes between multiple workgroups

4.26. Integration Comment by Dunlap, Byron: List required software integration Integration capabilities

· ERP Integration for purchase orders/purchase requests, financial asset tracking, and other

· Timekeeping and payroll

· Document management

· Facility/Building Control Systems

· Other custom or third-party integrations as identified or required

4.27. Data Migration

Describe your approach to data migration, including:

· Working with the AOC to determine the migration business case for each data set

· Alternatives to data migration

· How data amount, structure, and quality are discovered; what the AOC will be responsible for and you/the Vendor(s) will be responsible for; how risks and unknowns regarding data quality are addressed; how you determine where data lands in your IWMS (IWMS (IWMS/EAM/FM)/FM) database and when custom tables are required; the preferred technical approach to migrating data such as ETL; etc.

Describe data migration issues with your product typically encountered with installation, ETL processes and tools, number of hours complete, and database/data resolution based on prior system conversions. Standard and alternative data migration options will be considered and should be presented.

5. Submittal Guidelines

5.1. Cover Letter

A brief introduction of the Vendor(s), including company size, location, number of years in business, number of employees, number of clients, support information, and interest in proposing on the project. Include all contact information for the principal contact person and identify individuals authorized to present on behalf of the Vendor(s).

5.2. Project Understanding and Approach

Outline the Vendor’s understanding of the project and the work to be performed. In addition, state why the Vendor(s) believes it is best suited to perform the services requested. Include any skills and services that distinguish the Vendor(s) and make it the better choice.

5.3. Qualifications and Experience

Provide background information on previous experience that qualifies the Vendor(s) to be selected for this project. A minimum of three previous project examples of similar size, operational responsibilities, and scope are requested. Include Vendor(s) team members' resumes, project roles, and previous related experience.

5.4. References

Provide references from at least three (3) current customers for whom the Vendor(s) provides or has provided services similar in scope. References should include the organization name, contact information, and length of time as a customer.

5.5. Strategy and Implementation Plan

Describe the proposed strategy for achieving the objectives of this BPA SOW. Provide a written narrative or any other printed technique to demonstrate the ability to satisfy the scope of services. Strategy shall include a description of the logical progression of tasks and efforts starting with initial steps to be accomplished and through the completion of the objectives. Include an estimate of the time commitments from AOC staff. Describe how the proposed solution will satisfy the AOC requirements, data management and migration methodologies, change management processes, and system requirements.

5.6. Scope of Services Response

Submit a response to the scope of services and critical objectives noted previously in this BPA SOW. Provide detailed information on how the services will be planned and executed. Include detailed examples of how the proposed solution achieves the critical objectives.

5.7. On-site Demonstrations and Interviews

The top-qualified vendor (s) will be invited to participate in on-site demonstrations of their product(s) and interviews with appointed project staff members. Demonstration requirements are outlined in Attachment X Comment by Dunlap, Byron: Include demonstration specification

Add AOC contract requirements.

SOW Version: April 2025 image1.jpeg