RFI 11316026N0001OAS.pdf

Request for Information # 11316026N0001OAS Space Planning Data Management Software On-Prem Installation and Support

Services

This is a Request for Information (RFI) for the Executive Office of the President (EOP) Office of Administration Information Technology (OAIT), on behalf of the Campus Planning and Space Utilization Division (CPSU) under the Office of Chief Operation Officer (OCOO).

THIS IS A REQUEST FOR INFORMATION (RFI) NOTICE ONLY. THIS IS NOT A REQUEST FOR PROPOSALS (RFP).

NO SOLICITATION IS AVAILABLE AT THIS TIME.

I. INTRODUCTION:

The Executive Office of the President (EOP) Office of Administration (OA) is conducting this RFI to identify Contractors who possess the capabilities to provide services as specified herein and to determine their availability and capability. If your firm may be interested in this requirement and has performed similar projects, we request the information shown below. All business sizes under the applicable NAICS should consider submitting a response to this notice.

In accordance with Federal Acquisition Regulation (FAR) 10.002(b)(2)(i), this notice is issued for the purpose of gauging the interest in this opportunity as well as determining market capabilities to meet requirements. This request is for planning purposes only, and does not constitute a solicitation or an indication the Government will contract for the items contained in this notice. This notice is not to be construed as a Request for Quote (RFQ), nor is there any commitment on the part of the Government to award a contract implied, nor does the Government intend to pay for any information submitted as a result of this request. The Government does not reimburse respondents for any cost associated with submission of the information being requested or reimburse expenses incurred to interested parties for responses to this notice.

Any response received will not be used as a quote. The EOP is not seeking quotes at this time and will not accept or evaluate any unsolicited quotes. Response is strictly voluntary – it is not mandatory to submit a response to this notice to participate in any formal RFQ process that may take place in the future. Not responding to this RFI does not preclude participation in any future RFQ, if any is issued. All interested parties will be required to respond separately to any solicitations posted as a result of this RFI.

Proprietary information and trade secrets, if any, must be clearly marked on all materials. All information received in this RFI that is marked “Proprietary” will be handled accordingly. Please be advised that all submissions become Government property and will not be returned. The Government shall not be held liable for any damages incurred if proprietary information is not properly identified.

The anticipated NAICS for this requirement is 541519 – Other Computer Related Services 541519 “Other Computer Related Services”; PSC DA01 “IT and Telecom- Business Application/Application Development Support Services (labor)”. If Contractors believe a more appropriate NAICS applies to the requirement as detailed below, include the feedback in your response.

II. DESCRIPTION OF THE REQUIREMENT:

1.0 BACKGROUND:

The Office of Administration (OA) of the Executive Office of the President (EOP) provides shared business services to the White House, Office of the Vice President and other EOP components. The

Campus Planning and Space Utilization Division (CPSU) within the Office of the Chief Operations Officer (OCOO) is responsible for planning for and managing both short-term and long-term space needs across a total space of approximately 1.7 million Rentable Square Feet (RSF), 9 buildings, 3800 rooms, 3700 employees, and 20 business groups.

Currently, the process of space data gathering and updating is manual (using Excel and AutoCAD). There is no software tool to support continuous updates; the data is provided on a quarterly basis. CPSU anticipates consolidating the space data into a single platform that will become the hub of space utilization and planning data for the larger EOP software ecosystem, e.g. human capital management (HCM), parcel and asset tracking (PTS), and emergency preparedness.

EOP campus space management data will consist of polylined AutoCAD drawing with consistent layers, color and line type standards. Minimal review and updating of the drawings’ polylines, layers, color and line types standards may be needed. As space data will be provided in MS Excel and AutoCAD, data transition templates will be needed. The vendor will be provided with GFE including laptops, AutoCAD licenses, and as-built AutoCAD drawings that the Contractor will need to convert into the required Space Data Management Application format.

2.0 SCOPE OF WORK:

The government expects to modernize its campus planning and space utilization business service function by services to integrate/implement commercial off-the-shelf (COTS) space data management and planning software for the EOP campus. The Contractor will deliver and install the on prem software.

The Contractor shall provide the equipment and services necessary for server configuration, licenses, services, and any other items required to make a fully functional integrated workplace management system. This includes updates, maintenance, support services to setup the environment for access, authentication and authorization of the commercial off-the-shelf (COTS) SDMP, and maintaining the environment with proper patching, upgrades and software assurance subscription maintenance.

The Contractor will also provide configuration services to include, but not be limited to: preparing drawings and data, uploading drawings and data, setting up system configurations, building reports and dashboards, defining business rules, testing, training, and implementation across the entire portfolio.

3.0 SPECIFICATIONS, SALIENT CHARACTERISTICS, MINIMUM REQUIREMENT:

The Contractor must deliver and install all software, licenses and services to implement a new integrated workplace management system at the EOP. The solution must meet the following specifications, characteristics, requirements and functionality:

• All hardware/software and services needed to install, configure, test, and deploy an on-premise solution in a Kubernetes or Docker containerization format.

• Licenses shall include software licenses annual fees, support services, system upgrades, and all other actions normally and reasonably associated with ongoing product implementation.

• Support services for the following items:

o Space data integration with the designated third-party applications (input and output) o Space data management and updating o People data management and updates, viewing and notifications o Reports creation and exports o Drawing export and queries o Move management o Space planning and analysis o Metrics viewing and creation o Dashboards viewing and creation o Chargeback/forecasting o Application Security

3.1 FUNCTIONALITY

A. Space data integration with the designated third-party applications (input and output) A.1. Human Capital Management System A.2. Azure identity Management A.3. Parcel Tracking System A.4. Asset management system A.5. Ease of 3rd party integration A.6. Ease of other 3rd party integration (MS Outlook, Atlassian, JIRA, custom applications)

B. Space data management and updates

B.1. Role-based data access B.2. Upload drawings (AutoCAD) with ease of furniture background updates B.3. Space records updates, Bulk updates and data uploads B.4. Creation of user-defined fields B.5. Rental codes and Building Owners and Management Association (BOMA) calculation B.6. Space function/ space type hierarchy structure B.7. Secondary seat assignment

C. People data management and updates, viewing and notifications

C.1. Bulk reorg. Update C.2. Org structure mapping C.3. New hire notification or reports for space assignment C.4. Termination notification or reports for space updates

D. Reports creation and exports

D.1. Ease of building reports (user-friendly interface) D.2. BOMA Square Footage reports (USF and RSF) (on building, floor, and space levels) D.3. Floor plans reports (blank and queries with color coded floor plans) D.4. Multi-data points color in floor plans D.5. Reporting on user-defined fields in floor plans and all reports D.6. Ability to develop Quality Assurance (QA) reports

E. Drawing export and queries

E.1. Blank floor plans with room numbers, space types, employee names E.2. Component allocation floor plans (universal color codes) E.3. Group allocation floor plans (universal color codes) E.4. Seat assignment floor plans E.5. Space types floor plans (office, meeting room, storage, cafeteria, etc.)

E.6. Secure space floor plans E.7. Bulk printing capability (all floors in one building in one print, or separate as needed) E.8. Ability to multi-select spaces with aggregate data

F. Move management

F.1. Move project scenarios F.2. FROM and TO move list

F.3. Drag and drop option

G. Space Planning and Analysis G.1. Blocking and Stacking Scenario planning

H. Metrics viewing and creation

H.1. Display and ease of creating space metrics H.2. Display and ease of creating space utilization metrics

I. Dashboards viewing and creation

I.1. Ease of building and editing dashboards I.2. Space utilization and buildings dashboards I.3. People, allocation and organization dashboards

J. Charge Back/forecasting

J.1. Ability to hold charge codes and calculate rent based on BOMA standards and report accordingly.

K. Application Security K.1. The software must meet White House Information Technology (WHIT) information security minimum standards.

K.2. The software will be on-premise software solution in a Kubernetes or Docker containerization format.

K.3. Vendor will provide hardware/software and services needed to install, configure, test, and deploy.

K.4. High-level technical architecture diagram that depicts the solution, components, and integrations.

K.5. The solution will be a single instance (no test or development environment setup).

K.6. Software must allow for Single Sign On (SSO) and Multi-Factor Authentication (MFA).

K.7. Role-based permission for full read/write editing admin rights, read-only users of the platform, administrator rights, and IT Manager support.

4.0 SECURITY

• Personnel Security: All Contractor personnel requiring physical access to the EOP buildings and access to EOP networks and assets require a favorable pre-screening review conducted by EOP’s Office of Personnel Security Division. Contractor personnel are subject to a Tier 5 Investigation (T5), or T5 Reinvestigation (T5R) if previous T5 was not completed in the last 5 years, and must obtain and maintain Top Secret eligible.

• Drug Screening: We support a drug free workplace and require a corporate-sponsored drug screen.

• All Contractor personnel shall be US Citizens.

• Application Security: Government Authorization to Operate (ATO) approval will be required prior to production data load.

5.0 PERIOD OF PERFORMANCE

The period of performance will be for 12-months, commencing at contract award.

III. SUBMISSION INSTRUCTIONS:

All interested Contractors certified as small business concerns (please specify which type) or other than small business concerns (OTS), who believe they can meet the requirements described in this RFI are invited to submit, in writing, complete information describing their ability to provide the deliverables under this effort.

Questions regarding this RFI shall be emailed, utilizing the attached spreadsheet titled “RFI 11316024N0001OAS_Questions Template”, to the Contracting Officer (CO), Heather Poindexter (e-mail:

Heather.L.Poindexter@oa.eop.gov), and Contract Specialist (CS), Jeanniene Warner (e-mail:

Jeanniene.C.Warner@oa.eop.gov) no later than March 16, 2026 at 12:00 PM Eastern Daylight Time (EDT). Verbal questions will not be accepted.

All responses shall be submitted via e-mail on or before March 20, 2026 at 12:00 PM EDT to the CO at Heather.L.Poindexter@oa.eop.gov and the CS at Jeanniene.C.Warner@oa.eop.gov, and must include the information requested below. Responses should be submitted in either Microsoft Word or Adobe PDF format. Late responses will not be accepted.

This is strictly market research. The EOP may choose to engage with responders. However, such engagement is intended for clarification purposes only.

Respondents will not be notified of the results of the evaluation. We appreciate your interest and thank you in advance for responding to the RFI.

IV. REQUESTED INFORMATION:

Responses are limited to a total of five (5) pages. Supplemental product/ marketing materials may also be submitted, and will not be included in the overall page count limit. Interested parties are asked to provide the following:

1. Contact information (address, telephone, email and website);

2. A brief description of your company, including Unique Entity Identifier (UEI) number & CAGE Code, as registered in the System for Award Management (SAM) at https://www.sam.gov/;

3. Business designation/status (must correlate with SAM registration) under the applicable NAICS:

o Historically Underutilized Business Zones (HUBZone) o Women-Owned Small Business (WOSB) o Economically Disadvantaged Women-Owned Small Business (EDWOSB) o 8(a) o Veteran-Owned Small Business (VOSB) o Service-Disabled Veteran-Owned Small Business (SDVOSB) o Small Disadvantaged Business

(SDB) o Small business (SB) o Other than Small Business (OTS)

4. A list of Government contract vehicles, and associated contract number(s), in which your company participates (e.g., General Service Administration (GSA) Schedule, NASA Solutions for Enterprise-Wide Procurement (SEWP) V, etc.). Input this information on the attached spreadsheet titled “RFI 11316024N0001OAS_Government Contract Vehicles”;

5. Capability statement addressing your firm’s ability to perform and/or meet all objectives/ requirements listed in Sections 3.0 and 4.0;

mailto:Heather.L.Poindexter@oa.eop.gov https://www.sam.gov/ https://www.sam.gov/

6. Possible constraints or potential risks, if applicable;

7. Contract type recommendation. Recommendation should include an explanation supporting your suggested contract type;

8. Documentation addressing your firm’s ability to meet the 508 accessibility requirements;

9. Confirmation your company is registered in the System for Award Management (SAM);

10. Responses shall also indicate the likelihood of responding to an actual solicitation, if an actual solicitation is issued, using the following:

o 75% to 100% o 50% to 74% o 25% to 49% o Less than 25%

V. QUESTIONS FOR INDUSTRY INPUT/RESPONSE

We expect that industry partners will respond to all questions. However, we recognize that industry partners have varying levels of expertise. As such, please respond to questions within your specialty and knowledge space. Government seeks your responses to the questions listed below.

- General Questions

1. What is the vendor’s pricing/structure model for on prem installation services?

1. What is the pricing/structure model for enterprise software licensing?

2. Is there a minimum number of licenses required with an enterprise software license?

3. What is the vendor’s ROM for the scope detailed in Section 2.0 and the specifications detailed in Section 3.0, both listed above?

2. Describe the vendor’s capabilities for asset management within the space data management application.

1. Available module

2. Integration with other asset management software

3. What is the vendor’s current customer base?

1. Describe the vendor’s previous experience with Government clients for on prem and/or cloud installations?

2. Describe the vendor’s previous experience with Commercial clients for on prem and/or cloud installations?

4. What is the vendor’s approach for on-site installation support and ongoing application support?

1. Describe the vendor’s plan for uploading data and drawings?

2. Describe the vendor’s plan for ongoing System Upgrades and patches?

3. Describe the vendor’s plan to address the support services listed under

Section 3.0 Specification, Salient Characteristics, Minimum Requirement.