RFI 47HAA023N0010 GSA FY24 ORMA-ROW.pdf

General Services Administration Office of Chief Information Officer for the

Office of Public Buildings Information Technology Services

(PB-ITS)

Request for Information # 47HAA023N0010 for

Occupancy and Revenue Management Applications (ORMA):

Occupancy Agreement Billing (OA Billing)

Rent Estimate (RE) Appraisal Data System (ADS) and Rent on the Web (ROW)

Application Support

Issued by:

General Services Administration Office of Administrative Services

Office of Internal Acquisition

Issued: July 26, 2023

THIS IS A REQUEST FOR INFORMATION (RFI) NOTICE FOR MARKET

RESEARCH ONLY. THIS IS NOT A REQUEST FOR PROPOSAL/QUOTE. THIS IS

NOT A SOLICITATION.

The purpose of this RFI is to gain knowledge of the interests, capabilities, and qualifications of various companies. It is not to be construed as a commitment by the Government. A contract will not be awarded as a result of this RFI and no evaluation letters and/or results will be issued to the respondents. No reimbursement will be made for any costs associated with providing information in response to this RFI or any follow up requests for information. Failure to respond will not in any way prevent a potential offeror from participation in any future solicitations.

1. BACKGROUND:

General Services Administration’s (GSA) Office of the Chief Information Officer – Office of Public Buildings Information Technology Services (PB-ITS) in support of the users of Public Buildings Services (PBS), the Office of the Chief Financial Officer (OCFO) Public Buildings Service (PBS) Analytics Division (BID), 1800 F Street, NW, Washington, DC is pursuing services for the continuity of operations and maintenance for the Occupancy and Revenue Management (ORMA) and Rent on the Web (ROW) Applications.

The ORMA applications include the Occupancy Agreement Billing (OA Billing), Rent Estimate (RE), and Appraisal Data System (ADS) applications. The ORMA applications are primarily used by Public Buildings Service (PBS) and Office of the Chief Financial Officer (OCFO) which serves as the agency-wide suite to manage the customer-agency client information as well as performing PBS business operations. The ROW application is primarily used by the PBS Analytics Division which serves as the agency-wide rent billing operations team that is responsible for ensuring the monthly billing processes run efficiently and customer agencies are kept up to date with news and information. The Rent On Web supports the mission of GSA by eliminating paper (44 U.S.C.

Chapter 35 – Coordination of Federal Information Policy (Paperwork Reduction Act of 1980, as amended, Paperwork Reduction Reauthorization Act of 1995, and Government Paperwork Elimination Act) while supplying timely critical billing information to client agencies. The application contributes to achieving the GSA Strategic Objectives including tracking the PBS rent billing and collection processes to ensure that revenue collected meets the budget authority allowed to the Federal Buildings Fund (FBF).

2. DESCRIPTION:

The GSA, PBS is the landlord for the civilian federal government. PBS manages over 370 million rentable square feet of workspace for federal employees, owns 1,600 plus assets totaling over 186.9 million rentable square feet, and manages 6657 plus leased assets totaling over 177 million rentable square feet. The rent of $10.4B federal agencies pay is the major source of funding. $10.235 billion was collected in rent revenue in fiscal year (FY) 2022.

The mission of GSA, PBS is to provide a superior workplace for the federal worker and superior value to the American taxpayer. The vision is to be the best real estate organization in the world.

PBS acquires space on behalf of the federal government through new construction and leasing and acts as a caretaker for federal properties across the country. PBS also repairs, alters, and renovates existing facilities. It has 93 child care centers. PBS is also responsible for the disposal of property not only for GSA, but for other federal agencies. PBS is a leader in energy conservation, sustainability, recycling, and historic preservation--maintaining more than 515 historic properties in the federal government's inventory. PBS commissions the country's most talented artists to create artwork for new federal buildings and conserves a substantial inventory of artwork from the past. Eleven regional PBS offices located in major metropolitan centers across the country deliver comprehensive real estate services including:

● Provides client agencies real-time access to their rent information through the Web

● Provides rent information electronically, reducing the administrative overhead to publish monthly and historical rent and security bill data for client agencies and GSA and distributes a monthly newsletter to customer agencies

● Assists customer agencies with paying their rent through the Treasury Interagency Payment and Collection (IPAC) system by providing electronic access to view and print their rent bills.

3. OBJECTIVE:

GSA is looking for a Vendor with the capability to ensure that the ORMA and ROW applications are maintained for optimal, ongoing use in the most error-free condition possible. This task shall include measures to ensure all updates, interfaces, and usability functions are delivered to add value to stakeholders of the applications. The ORMA applications are primarily used by Public Buildings Service (PBS) and Office of the Chief Financial Officer (OCFO) which serves as the agency-wide suite to manage the customer-agency client information as well as performing PBS business operations. The ROW application is primarily used by the PBS Analytics Division which serves as the agency-wide rent billing operations team that is responsible for ensuring the monthly billing processes run efficiently and customer agencies are kept up to date with news and information.

The following list highlights how the ORMA and ROW Applications support the GSA Mission and Strategic Goals:

The OA Billing application supports the mission of GSA by the collection, calculation, formatting, and generation of client billing transactions. OA Billing generates monthly “bills” for General Services Administration (GSA) Public Buildings Service (PBS) clients for expenses incurred on their behalf. OA Billing offers the capability to run Billing in either Preview or Final mode.

Preview Billing provides PBS with a preliminary view of billing results, thereby allowing PBS to make corrections in advance of the final billing run. Final Billing produces the official billing results, which are sent to the print contractor for publication.

The OA Billing Application is comprised of the following functions:

● Rent Revision Function

● OA Billing Administration Function

● OA Billing Reports Function

● PBS Client Data

The application contributes to achieving the GSA Strategic Objectives including PBS Productivity and Footprint Optimization.

The RE application supports the mission of GSA by providing PBS customers with a base to develop their space budget requests and provides PBS with a base to develop its revenue forecasts.

The RE application pulls data from various PBS source systems to estimate future rent charges for occupancies in the PBS inventory. It is also the repository for capturing changes in space and calculating their associated impact on rent. RE data is sent to customers for budgeting needs and establishes the New Obligational Authority on which the PBS budget is developed. The application contributes to achieving the GSA Strategic Objectives including Lease Cost Avoidance, Footprint Optimization and PBS Productivity.

The ADS application supports the mission of GSA by providing PBS with a web-based nationally integrated database application that serves as a repository for Fair Annual Rent Appraisal and Border Station rent data. The GSA PBS Analytics Division organization prepares estimated rent for its Federal clients annually. The ADS provides fair market rental information that influences Occupancy Agreements for GSA-owned properties and assists in preparing monthly rent estimates and records property appraisal information. The system helps achieve PBS productivity by automating and optimizing the appraisal process.

The Rent on the Web (ROW) application supports PBS’s strategic goal of eliminating paper while supplying timely critical billing information to client agencies. It was designed to improve the monthly rent bill distribution process using an Internet-based search-and-retrieve application.

It eliminates the delivery of the rent bills via CDs or hard copy. The application gives the customers the ability to view and print their rent bills immediately after the rent run on the 15th of the month and to download the supporting data that was used to generate the bills into any other application thereby permitting the user to further manipulate the data as needed. ROW was designed to align with Federal Enterprise Architecture (FEA) and GSA Enterprise Architecture.

Deployed software infrastructure of ROW is minimal for both client agencies and PBS.

4. REQUIREMENTS

4.0 Technical Requirements

The contractor shall provide all personnel, administration, management, and local travel necessary to perform the following functions:

● Operation and Management (O&M)

● Project Management

● Enterprise Quality Program (EQP)

● Tier II – III Helpdesk Services

● Enhancement Support (As requested by the Government)

● IT Security Compliance

The period of performance for this SOW will consist of a 60-day phase-in period, a 12- month base year, and four (4) 12-month option periods.

The Contractor shall assume responsibility to provide support for the operation, maintenance and performance of the ORMA and ROW application. Support for this application includes all environments (PROD, TST, INT, API, and Contingency). The Contractor shall coordinate all technical implementation tasks with Government-designated support teams including server, application, network and/or security teams. This task includes the technical support, changes and architectural expertise to maintain the application in compliance with all existing GSA policies and guidelines. Issues that may be discovered through scans, reviews, and audits throughout the task and phase-out periods shall be resolved in the timeframes defined by GSA Policy. The Contractor shall follow the approved PB ITS lifecycle methodology for system upgrades, releases, and maintenance activities, in accordance with the configuration management plan (Attachment F; to be released with RFQ). Please note, GSA will not provide the vendor a development (DEV) environment or any associated licensing of products supporting the DEV environment.

The Contractor shall meet and comply with all GSA IT Security Policies and all applicable GSA and NIST standards and guidelines, other Government-wide laws and regulations for protection and security of Information Technology. Detailed GSA Security Requirements can be found in Attachment A. The Contractor shall follow the Enterprise Quality Program (EQP) for Public Buildings Information Technology Services (PB-ITS). All deliverables shall be produced in accordance with the configuration management plan specified in Attachment F.

The contractor shall manage the entirety of its digital services delivery on the ORMA and ROW systems in accordance with agile software delivery standards, including practices and principles from The Agile Manifesto, Agile frameworks (Scrum, Kanban, etc.), and Scaled Frameworks (Scrum at Scale, Scaled Kanban, etc.). GSA has decided to use Scrum and Kanban as a best fit for the operations and management of the ORMA and ROW systems.

4.1 Operation and Maintenance - Task 1

The Contractor shall:

● Identify and repair defects resulting from design errors, logic errors, coding errors or other sources.

● Upon report of an escape defect, logic error and/or coding errors the Contractor shall initiate a Root Cause Analysis (RCA).

● Ensure the application is operable using the GSA list of approved software.

○ If the Contractor wishes to propose a new technology, they shall follow the software approval process outlined here: https://tech.gsa.gov/guides/software-request-guide/

● Ensure that the application remains compatible with GSA-designated desktop operating systems and supported browsers (currently Chrome and Microsoft Edge). The current agency standard for desktop operating systems includes Microsoft Windows 10 and GSA Google Applications.

● Recommend activities to improve security, performance or availability.

● Ensure the application functions as expected, (i.e smoke testing) following changes to the environment or infrastructure, such as after OS updates or security patches, etc.

● Support server, data or other service migrations to ensure applications are operational post-migration. Migration activities may include any environment, on-prem server to server, data conversions, on-prem to cloud, application refactoring or other.

● Assist in data integration, including DB Links, BI/ODS, ETL (extract, transform, load) tools, Java ETL(for BI), and API-based integrations. Analyze different approaches in terms of its strengths and weaknesses, and recommend the appropriate solution depending on the specific needs of the task as well as outlining the process and activities required for integration.

● Activities (i.e software releases or other releases) to ensure the application meets accepted performance and quality targets. Recommending or implementing configuration settings to optimize infrastructure including application code or SQL Queries to meet performance targets.

● Providing fixes for security findings in compliance with current GSA IT Security policy.

Fix and close out high and critical findings within 30 days.

● Ensuring new or existing data integrations are supported.

● Supporting the implementation of any end user or server monitoring tools.

● Maintaining or creating all documentation required by PB-ITS (e.g., design documents, testing plans and scripts, installation instructions). This documentation shall be included as artifacts for each deliverable consistent with the EQP Policy for a given release.

● Prepare release packages

4.2 Program Management - Task 2

The contractor shall provide program management support throughout the task. This includes the management and oversight of all activities performed by contractor personnel, including subcontractors, to satisfy the task/subtasks identified in this task.

The contractor shall designate a Program Manager (PM) as a key personnel by name for all programmatic issues, concerns or updates. The PM shall be responsible for overall execution of this task and shall have full authority to make decisions and commit the contractor’s organization under this task. The Contractor PM shall respond to GSA’s questions, concerns, and comments.

The Contractor PM shall be proactive in alerting GSA to potential contractual issues including situations that may compromise the contractor’s ability to provide the required services.

4.3 Enterprise Quality Program (EQP) - Task 3

The Enterprise Quality Program (EQP) for Public Buildings Information Technology Services (PB-ITS) provides the foundation for managing the quality of IT products and services to PBS as well as the release, change and configuration management processes. The EQP incorporates sound practices that ensure products and services are delivered to the government on time, within budget, and meet the requirements of our PBS customers. The EQP has two distinct areas, Project Management and Quality Assurance. PB-ITS continuously works to improve its processes in order to deliver quality products and services.

Contractor shall follow the documented EQP process. All deliverables shall be produced in accordance with EQP requirements, as well as all GSA IT Security policies. Please see Attachment F for the EQP requirements and documentation.

4.4 Tier II-III Helpdesk Services - Task 4

The Contractor shall provide Tier II-III Customer Support Services for the ORMA and ROW applications. The Contractor will also be responsible for logging of trouble tickets, user inquiries, enhancements, and database change requests.

The designated Team support email group shall be maintained for each ORMA and ROW application. The help desk shall assist in troubleshooting application specific issues and supporting ad-hoc urgent requests such as federally-designated disaster relief efforts.

Metrics shall be kept on the number of referrals during the month as well as cumulative requests, the user’s region, the types of requests, time to respond to requests, time to resolve requests, and number of unresolved referrals. The metrics shall be submitted as part of the monthly report.

Helpdesk support tiers are defined as:

● Tier I (provided by GSA IT/PB-ITS)

● Tier II (required of the vendor): involves technical knowledge and is staffed by technicians who have troubleshooting capabilities beyond the tier-1 support.

● Tier III (required of the vendor): This tier engages the technical expertise of those involved in development.

4.5 Optional Enhancement Support - Task 5

Enhancements are significant modifications to the application that add functionality or features to the application. Enhancements do not include configuration changes, technology upgrades, security or application patches or actions that are required to ensure the application remains operational.

The Contractor may be asked during the life of the task and shall implement and manage a backlog of enhancement activities. Activities shall constitute a prioritized list of tasks related to the operation and maintenance of the application. This shall include but is not limited to refactoring, application enhancements and defect repairs. The Contractor shall engage the Government to establish priorities and collaborate on the estimated size of each task. The backlog shall include elemental tasks with user impacts and acceptance criteria. Tasks may be rolled into containers such as epics, features, and themes as they address objectives of the task. Management of the backlog ensures stories, descriptions, personas, estimates and test cases meet the objectives of the task.

5. STATEMENT OF CAPABILITY:

GSA PBS-IT requires a statement of capability from all responders that addresses the following:

(1) Statement to demonstrate your firm’s methodology and capability for requirements discussed in this document. Respondents need only provide responses to the requirements for which they have a methodology and capability.

(2) Respondents shall complete the attached questionnaire.

Please limit your response to fifteen (15) pages.

6. RESPONSE INFORMATION

Any questions for this RFI should be submitted to the Contract Specialist and CO by Monday, July 31, 2023, 11:00 AM EST.

Interested businesses are required to provide an electronic copy in Microsoft Word or Portable Document Format (PDF) of their response to the Contract Specialist, Kenya McPherson, kenya.mcpherson@gsa.gov and Contracting Officer, Erica Pelham, erica.pelham@gsa.gov by Monday, August 14, 2023, 11:00 AM EST.

The Respondent is requested to submit a response that includes the following (subject to the page 15 limit):

● Business Name

● Business Address, Telephone

● Primary Point of Contact (POC) name, email, phone number and web address

● Business size and socio-economic classification (small, SDVOSB, WOSB, etc)

● Possible NAIC codes associated with this action

● GSA Multiple Award Schedule or other contracting vehicle contract number (if applicable)

● Statement of Capability and Questionnaire response

Send written responses to Kenya McPherson, Contract Specialist, kenya.mcpherson@gsa.gov Erica Pelham, Contracting Officer, email subject header: RFI # 47HAA023N0010 - Occupancy and Revenue Management Applications (ORMA): Occupancy Agreement Billing (OA Billing), Rent Estimate (RE), Appraisal Data System (ADS) and Rent on the Web (ROW) Application Support - {Company Name}.

No collect calls or telephone inquiries will be accepted.

Points of Contact

Erica Pelham Contracting Officer Internal Acquisition Division Office of Administration Services 1800 F Street, NW Washington, DC 20405 Email: erica.pelham@gsa.gov

Kenya McPherson Contract Specialist Internal Acquisition Division Office of Administration Services 1800 F Street, NW Washington, DC 20405 Email: kenya.mcpherson@gsa.gov

The Government is not obligated to and will not pay for any information received from the potential sources as a result of this RFI. It is requested that interested businesses submit to GSA’s Contract Specialist and Contracting Officer a brief capabilities statement package (single spaced, one sided, letter size, Times Roman, 12-point font minimum, with 1 [one] inch margins, in “.doc”, “.docx”, or “.pdf” file formats with a maximum of fifteen (15) pages including the cover page) demonstrating their ability to provide a solution and perform the requested services.

No Classified information will be included anywhere in your responses.

All proprietary information must be clearly marked in accordance with the instructions set forth below in “Marking Requirements.” Any information submitted in response to the RFI may be disclosed to GSA and other Government personnel. All information marked as proprietary information will be safeguarded by GSA to prevent unauthorized disclosures to non-government personnel and entities in accordance with applicable law and regulation. The GSA reserves the right to challenge proprietary information markings.

Notwithstanding any proprietary information marking, GSA shall be able to include any information provided by interested sources in a subsequent Request for Quote (RFQ), should one be issued.

Marking Requirements: The header and footer of each page containing interested source proprietary information shall be marked with the legend “PROPRIETARY INFORMATION.”

Further, the particular paragraph(s) section(s), etc. containing the actual proprietary information shall be clearly highlighted or otherwise marked by the Respondent.

This is an RFI. No solicitation exists; therefore, do not request a copy of the solicitation. If a solicitation is released, it will be synopsized in Sam.gov, GSA Multiple Award Schedules or GSA GWAC. It is the potential offeror’s responsibility to monitor the release of any solicitation. The information provided in this RFI is subject to change and is not binding on the Government. GSA has not made a commitment to procure any of the items discussed, and release of this RFI should not be construed as a commitment or as authorization to incur costs for which reimbursement would be required or sought. All submissions become Government property and will not be returned.

Request for Information # 47HAA023N0010

Questionnaire

1. Please provide a brief description/background of your organization. What is your firm’s socioeconomic status?

2. What contract vehicle can your firm provide these services under? Please provide your rationale.

3. Do you have a past performance or other experience working with the federal government? If so, please provide an example.

4. What differentiates your firm from others?

5. What software tools/methodologies do you leverage for process and tracking management?

6. Do you have experience with Agile Scrum projects in excess of $10 million? If so, please provide details.

7. Do you have experience with applications using an Oracle platform along with

StreamSet, JBoss, LINUX OS, RHEL, Open JDK, ASPOSE for JAVA, SQL. Postgresql Database? Please explain.

8. What percentage of your project personnel each have PMP, Scrum, or PMI-ACP certification, CISSP security certification, database certification?

9. What percentage of your project personnel are HSPD-12 clearance.

10. Do you have experience with mission critical financial interfaces that require 99.999% availability? Please explain.

11. Do you have experience with complex hybrid platforms that use bi-directional data from multiple interfaces such as API, and ETL? Please explain.

12. Please list and reference your experience as a prime contractor providing end-to-end

O&M and Enhancement support for large custom applications that provide mission critical functionality for a federal agency’s Real Estate Rent Billing.

13. Do you have experience with Intergovernmental Payment and Collection (IPAC) from both buyer and seller perspective within the last two years. If so, please list the agency and years worked with and detailed experience /knowledge as a prime contractor.

14. Please describe your experience as a prime contractor supporting an agency’s real estate rent billing requirements.

15. Please describe your experience as a prime contractor supporting 21st Century I.D.E.A Act Compliance.

16. Please describe your experience as a prime contractor supporting systems or applications that integrate with billing and payments.

17. Please describe your experience as a prime contractor where you have supported applications consisting of 1M+ lines of code.

18. Please describe your experience as a prime contractor supporting real estate rent billing processing for an organization with a real estate rent billing budget of over 10B+ annually.

19. Please describe your experience with supporting systems that require data and equipment to be fully protected to manage risk - flowing down from FISMA comes OMB, NIST, and various GSA policies that boil down to the ATO process.

20. Please describe your experience as a prime contractor supporting various stakeholders such as Portfolio, Finance, Operations and real-time integration with 5-10 systems, and handling conflicting priorities. (OR Experience integrating complex systems with other systems operated and maintained by a diverse group of contractors and employees.

21. Does your firm actively hold industry standard certifications such as CMMI Level 3 and

ISO 9001?

22. Please describe your experience as a prime contractor supporting multiple application with concurrent large enhancements >1 year duration while also supporting Production O&M

23. Please describe your experience as a prime contractor providing application O&M support including Tier II-III Customer Support for a combined user community of 2000+ users.

24. What is built in the pricing structure? What is your pricing structure for services? Do you offer quantity discounts or special pricing arrangements? Please include a rough order of magnitude (RO]M) for the complete ORMA & ROW solution support (Operation and Maintenance, Enhancement Support and Help Desk Support).