Sources Sought Notice _ 3.docx

Sources Sought Notice Integrated Workplace Management System (IWMS)

Agency/Office:

Architect of the Capitol Supplies, Services & Material Management Division

Location:

Washington, DC.

Project Title:

Integrated Workplace Management System (IWMS) NAICS Code: 541512, 511210

Description(s):

This Sources Sought Notice is issued solely for information and planning purposes to gain knowledge of potential sources capable of satisfying a potential requirement. Responses to this notice will be used by the Government to make appropriate acquisition decisions. A solicitation is not currently available, if a solicitation is issued it will be announced at a later date.

The Architect of the Capitol (AOC) is requesting information from vendors offering platform options for acquiring and implementing an Integrated Workplace Management System (IWMS). Please see the attached “IWMS SOW” for more detailed information.

Currently the AOC has approximately 1,400 users, and expect to increase it to approximately 1,800 users. The AOC’s current model is an enterprise license, and expect to continue using a similar model.

We recognize the crucial role that experienced vendors like you play in providing robust solutions that align with our requirements and operational needs. Your expertise is invaluable to us.

The AOC manages facilities exceeding 18 million square feet and requires a sophisticated IWMS that can effectively support the seamless integration and management of our extensive and diverse portfolio. This system will significantly enhance our operational efficiency, space utilization, real estate, facilities management, and asset management by leveraging existing asset data sources.

Vendor Experience Criteria We seek IWMS platforms from vendors with substantial experience in implementing IWMS software for the Federal Government, the Department of Defense (DoD), or university facilities, as well as large-scale organizations that maintain multiple facilities under a campus-wide model. To be considered, vendors must meet the following criteria:

· Minimum of 10 years of experience deploying, implementing, training, and executing IWMS solutions.

· Proven track record of successful implementations for organizations or agencies managing facilities of at least 18 million square feet.

Responses to this request should include:

1. Company Background and Experience

0. A brief overview of your company.

0. Company name, address, point of contact and answers to the following questions:

0. Is this product or service available under a federal supply schedule (GSA)? If yes, please provide the contract number.

0. Is this product or service available under NASA SEWP? If yes, please provide the contract number.

0. Do you manufacture or directly provide these services?

0. Is your business large or small?

0. Detailed information on your experience implementing IWMS solutions, specifically highlighting projects with federal agencies or similar large-scale organizations. A holistic and phase-out approach.

0. Provide case studies or examples demonstrate your ability to manage, implement, and execute large-scale IWMS projects.

2. Provide three (3) customer references to which you have provided similar services for.

Demonstrate:

0. Space utilization and accommodation of 20-30K people.

0. Ability to process and manage more than 50K work orders per month,

1. Product Overview

1. A description of your IWMS software, including key features and capabilities.

1. Information on how your solution can be tailored to meet the unique needs of the AOC.

1. Any certifications or compliance standards your product meets relevant to federal operations.

1. Implementation Approach

2. Outline your typical implementation process, including timelines, milestones, and resource requirements.

2. Examples of how you have successfully navigated the challenges of implementing systems in complex, large-scale environments.

1. Support and Maintenance

3. Details of your support and maintenance offerings post-implementation.

3. Description of your training programs available for end-users and administrators.

1. Rough Order of Magnitude (ROM) Cost

4. An estimated cost for the acquisition of software and full implementation of your IWMS solution tailored to the AOC's needs. This includes the rough implementation lead time using a phased approach, as well as proposed key personnel to implement and operate the IWMS, along with estimated associated costs.

4. A breakdown of these costs, including licensing, implementation services, mobility, training, and ongoing support.

Additional Vendor Questions

1. What differentiates your IWMS solution from others in the market, particularly in the context of federal agencies?

1. How do you ensure compliance with federal security and operational standards during the implementation and operation of your IWMS?

1. How has your system improved your clients' operational efficiency and space management? Provide quantitative metrics of qualitative performance.

1. What is your approach to ensuring data integrity and security within your IWMS?

1. What innovative features or functionalities does your IWMS offer that can add value to the AOC?

Submissions Instructions:

Submissions shall be no more than 25 pages.

All responses to solicitations must be submitted electronically as described below. Responses submitted in a paper/hard copy form are unacceptable.

Acceptable Electronic Formats (Software)

1. Files readable using the current Microsoft* Office version Products: Word, Excel, PowerPoint, or Access. Spreadsheet documents must be sent in a format that includes all formulas, macro, and format information. Print or scan images of spreadsheets are not acceptable. Please see security note below for caution regarding use of macros.

2. Files in Adobe* PDF (Portable Document Format) Files: When scanning documents scanner resolution should be set to 200 dots per inch, or greater.

3. Other electronic format. If you wish to use another format other than described in these instructions, e-mail the POC listed in the SSN. Please submit your request at least ten (10) calendar days before the scheduled due date. Request a decision as to the format acceptability and make sure you receive approval of the alternate format before using it.

4. .zip files are not accepted.

E-mail Submission Procedures:

a. Subject Line: Include the sources sought notice (SSN) title/description, name of company.

b. Size: Maximum size of the e-mail message shall not exceed five (15) megabytes. Only one email is permitted for the final submission is acceptable.

The response will be date and time stamped by the Microsoft Outlook Email system will be the official record of receipt.

Standard brochures and/or paraphrasing of the SOW will not be considered a sufficient response to this notice.

Interested contractors should submit via email an electronic copy of the requested information to the Contracting Officer, Tim Nyberg, at tim.nyberg@aoc.gov no later than 6/16/2025 at 12pm (EST). Any other attempt, including trying to hand deliver or mail a response to any location in the U.S Capitol Complex will be rejected.

Note: This notice is intended for Market Research and is NOT a solicitation for proposals, proposal abstracts, or quotations. The publication of this notice does not promise a solicitation in the future. No reimbursement will be made for any costs associated with providing information in response to this announcement. All submissions will become Government property and will not be returned. The government will not provide any feedback or evaluations regarding the information submitted or make an award from this notice.

Primary Point of Contact:

Tim Nyberg, Contracting Officer Tim.nyberg@aoc.gov