RFI 70FA312500000002 - FY25 USFA - CMMS SaaS Solutions_ Final 10.8.24.pdf

Federal Emergency Management Agency (FEMA) United States Fire Administration (USFA)

FY25-Computerized Maintenance Management System (CMMS) Solutions Request for Information (RFI) #70FA3125I00000002

October 8, 2024

REQUEST FOR INFORMATION (RFI) SUMMARY: The Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA), United States Fire Administration (USFA), is conducting market research to gather information on the availability and capabilities of a FedRAMP-Authorized Computerized Maintenance Management System (CMMS) offered as a Software as a Service (SaaS) solution. The CMMS will support the Facility Management Branch within USFA in efficiently managing facility operations and maintenance at the National Emergency Training Center (NETC) Campus.

The desired solution must offer core functionalities such as asset tracking, preventive maintenance, work order management, and inventory control. The purpose of this RFI is to identify industry capabilities in providing a CMMS solution that meets these requirements, ensuring that the Facility Management Branch can continue to operate efficiently and maintain the infrastructure at the NETC Campus. USFA seeks innovative technologies and services that align with the evolving needs of facility management while adhering to strict security and compliance standards, such as FedRAMP authorization.

This RFI is intended to gauge the market for available CMMS solutions and explore options for improving the overall efficiency and effectiveness of the Facility Management Branch’s operations. FEMA/USFA seeks input from industry stakeholders that can offer insights, innovations, and technological expertise in delivering a reliable, secure, and scalable solution.

GENERAL INFORMATION: This RFI is issued solely for information gathering purposes to identify sources that can provide support for the United States Fire Administration (USFA). In accordance with FAR 15.201(e), RFI’s may be used when the Government wants to obtain price, delivery, other market information, and capabilities for planning purposes. Responses to this RFI are not offers and cannot be accepted by the Government to form a binding contract. This RFI shall not be construed as a commitment by the Government for any purpose, nor does it restrict the Government to an ultimate acquisition approach. Respondents are solely responsible for all expenses associated with their RFI response. Respondents will not receive additional information in response to their submittal to the RFI and will not be notified of the resulting market research.

PROPRIETARY INFORMATION AND DISCLAIMERS: Respondents shall identify any proprietary information in its RFI response. Information submitted in response to this RFI will be used at the discretion of the Government. Further, the information submitted will remain confidential insofar as permitted by law, including the Freedom of Information and Privacy Acts.

FEMA reserves the right to utilize any non-proprietary technical information in the anticipated Statement of Work (SOW) or solicitation.

FY25-Computerized Maintenance Management System (CMMS) Solution Request for Information (RFI) #70FA3125I00000002

October 8, 2024

Although it is not necessary to address in their response, respondents shall be aware of any potential, actual, or perceived organizational conflicts of interests. Any real or potential conflicts must be sufficiently mitigated prior to a contract award. For further guidance, refer to the Federal Acquisition Regulation, Part 9.5.

NAICS CODE: 513210

PRODUCT SERVICE CODE (PSC): DA10

ATTACHMENT: SOW - FY25 United States Fire Administration (USFA) Computerized Maintenance Management System (CMMS) SaaS Solutions

RFI RESPONSE SUBMITTAL INSTRUCTIONS:

Interested contractors shall submit their RFI responses electronically to Judith Hicklin, Contracting Officer, at Judith.Hicklin@fema.dhs.gov and Contract Specialist, Leonyce Moses, at leonyce.moses@associates.fema.dhs.gov no later than Noon Eastern Standard Time (EST), October 22, 2024. Questions regarding this RFI are due no later than 12:00 PM Eastern Standard Time (EST), October 11, 2024.

“RFI Response for the USFA-CMMS Requirement” shall be in the subject line of your e-mail.

All responses shall be unclassified, with proprietary information clearly marked. The document format shall be either Microsoft Word (.doc or .docx) or Adobe Acrobat (.pdf) formats. Pages shall be 8.5 by 11 inch and shall use a type pitch that is no smaller than a standard 11-point font type, with the exception of charts, graphs, or tables, which shall use a pitch not smaller than 10-point font. Responses shall not exceed twenty (20) pages in length including images, data displays, charts, graphs, and tables. Page limitation does not include: 1 cover page. Do not include promotional materials.

RFI Responses shall include the following information in the order below:

A. Cover Page with the following information:

1. Company Name

2. Company Address

3. UEI Number

4. Company Point of Contact - Name, Title, Phone, and Email address

5. Statement of current business size status (i.e., HUBZone small business concern, service-disabled veteran-owned small business firm, 8(a) contractor, woman-owned mailto:Judith.Hicklin@fema.dhs.gov mailto:leonyce.moses@associates.fema.dhs.gov small business, small business, or large business concern). Also, business size in relation to the NAICS code size standards assigned to this acquisition.

6. GSA Schedule Number, Contract Number, and Period of Performance and/or DHS Strategic Sourcing Vehicle Category Name and Contract Number, if applicable

B. Contractor Capability Statement. No more than ten (10) pages in length

1. Summarization of relevant projects showing capabilities

2. Past performance in applicable areas

C. Contractor RFI responses to questions: No more than ten (10) pages in length

The responses received will assist FEMA with identifying the number and nature of the entities that consider themselves potential technical solution providers. Each respondent, by submitting a response, agrees that any cost incurred in response to this RFI, or in support of activities associated with this RFI, shall be the sole responsibility of the respondent. FEMA shall incur no obligations or liabilities whatsoever, to anyone, for any costs or expenses incurred by the respondent in responding to this RFI.

REQUEST FOR INFORMATION (RFI) QUESTIONS

Capabilities and Functionality:

1. Describe your experience in implementing FedRAMP-authorized CMMS solutions for large-scale organizations. How have these solutions improved facility management operations?

2. What approach does your company take in developing and implementing CMMS SaaS solutions? Please outline the implementation process and any key considerations.

3. Does your CMMS support integration with existing enterprise systems (e.g., ERP systems, building management systems)? How does it handle data migration from legacy systems?

4. What are the core functionalities of your CMMS in terms of asset tracking, preventive maintenance, work order management, and inventory control?

5. Describe the user interface of your CMMS. Is it accessible across different platforms (web, mobile, etc.)? How customizable is the user experience?

6. Are there additional modules or features available?

Performance and Scalability:

1. How scalable is your CMMS solution to accommodate growth in the number of assets and users? Can the system handle an increase in maintenance activities and data volume as our organization expands?

2. What analytics, reporting, and KPI tracking features are available within the CMMS to monitor performance, asset lifecycle, and operational efficiency?

3. Can your system generate reports and dashboards to track preventive maintenance compliance, work order completion rates, and inventory levels?

4. How does your CMMS ensure uptime and reliability, especially for mission-critical operations?

5. Does the system provide real-time alerts and notifications for maintenance teams? How configurable are these alerts?

Integration and Security:

1. Describe how your CMMS solution integrates with other third-party applications or existing systems. What integration capabilities (APIs, connectors) do you offer?

2. How do you ensure the security of data within your CMMS solution, especially considering FedRAMP authorization requirements?

3. What disaster recovery and backup options are available to ensure data integrity and business continuity?

4. Is the system compliant with any other relevant regulations (e.g., FISMA, NIST)? Please elaborate on your approach to maintaining these compliance standards.

Implementation and Maintenance:

1. What is the typical deployment timeline for your CMMS solution, from initial setup to full implementation?

2. What kind of training and onboarding support do you provide for our staff and end users?

3. What level of ongoing maintenance and support would be required for your CMMS solution? Are software updates automatic and how frequently are they released?

4. If system customization is needed due to evolving facility management needs, how flexible is your solution in adapting to those changes?

5. Who would be responsible for implementing customizations or system updates and what is the estimated level of effort for such changes?

Cost and Licensing:

1. What is your pricing structure for the CMMS solution (e.g., subscription-based, usage-based, tiered pricing based on number of assets or users)?

2. What are the licensing terms for your SaaS CMMS solution? Are there any additional fees for modules, upgrades, or feature expansions?

3. Please provide an estimated total cost of ownership over a 2–5-year period, including any potential costs for training, support, and system customization.

NAICS Code Confirmation:

1. The government is proposing NAICS code 513210 – Utility Software, Computer, Packaged. Do you believe this is applicable for the CMMS solution or would you suggest another NAICS code?