RFI 70RDA125RFI000003 - REAL PROPERTY SUPPORT SERVICES - DRAFT SOW.pdf

DEPARTMENT OF HOMELAND SECURITY (DHS)

Real Property and Asset Management Support Page 1 of 10

STATEMENT OF WORK (SOW)

1.0 GENERAL

1.1 BACKGROUND

On January 20, 2025, President Trump signed a Presidential Memorandum mandating executive branch employees to return to in-person work. On January 27, 2025, the Office of Management and Budget (OMB) and the Office of Personnel Management (OPM) issued joint guidance on “Agency Return to Office Implementation Plans,” directing agencies to “maximize use of existing federally-owned or leased space before adding net-new space to the federal real property portfolio.” Additionally, Legislation was passed; H.R. 6241, the Federal Use it or Lose it Act, requiring certain data collection and reporting on space utilization, occupancy, and availability of office space leased by an Executive agency.

As part of our commitment to these directives and to comply with the law, the Department of Homeland Security, Office of the Chief Readiness Support Officer (OCRSO) must ensure that DHS facilities are at full capacity and meet all reporting requirements as identified in these mandates.

The Department of Homeland Security, Office of the Chief Readiness Support Officer (OCRSO) is the delegated authority for management and oversight of the $30B portfolio of real property assets with an annual budget of over $5 Billion dollars. The portfolio includes both owned and leased assets with over 100 million SF of space in approximately 13,000 buildings, over 40,000 structures, and 3,500 acres of land. The OCRSO, Real Property Office is responsible for Departmental real property strategy, policy, compliance, oversight of acquisition, management, and sustainment, and disposal of real property assets, and for advancing cross-Component collaboration through strategic portfolio planning. OCRSO’s business policies, business processes, and facilities must keep pace with mission changes, higher-level policy changes, and regulatory changes to remain effective and support the day-to-day operations of the Department of Homeland Security. The Department’s Real Property program is an enterprise management organization consisting of operational and support components. The Department’s Senior Real Property Officer is the Chief Readiness Support Officer, who has oversight over all real property assets under the custody, control, and accountability of Component Senior Real Property Officers. All other tasks can be performed at the Contractor’s facilities provided staff are reasonably available during normal working hours in the Eastern to Pacific time zones. This contract may require periodic travel to the OCRSO’s Real Property office in Springfield, Virginia Washington, DC, and field office locations.

1.2 OBJECTIVE

OCRSO is seeking a highly qualified Contractor to conduct facility assessments at DHS owned, operated and leased facilities, provide program, portfolio, and project management support, engineering and environmental technical expertise to implement the Presidential mandates on an aggressive approach to increase efficiencies, reduce program costs, and create an intergration of mission support activities within real property facilities across the Department.

These assessments are essential for determining DHS Component consolidation and colocation

Real Property and Asset Management Support Page 2 of 10 opportunities and project planning in the facilities and space they need to achieve their missions. Strategic facility planning is crucial for the alignment of mission-critical spaces such as sensitive compartmented information facilities (SCIFs), firing ranges, labs, training centers, and task force spaces used by immigration enforcement, law enforcement, public safety, and intelligence communities within DHS.

DHS requires Architectural/Engineering (Contractor) services for conceptual and definitive design and engineering support. The Contractor shall provide all aspects of design and engineering to include, but not be limited to, civil/structural, mechanical, electrical, civil, architectural, fire protection/life safety, and HVAC for the design of renovations and new construction of DHS leased and owned facilities. The primary components of each project will vary in requirements and complexity, and require flexibility of performance. The design and engineering deliverables will include, but are not limited to, drawings, construction specifications, procurement specifications, calculations, and cost estimates.

The Contractor shall provide all aspects of engineering services, including travel (site visits), management, administration, coordination, and development of design documents required to support construction, installation, testing, startup, and commissioning associated with each project in accordance with the requisites of this SOW and all DHS standards, requirements, and regulations.

All design and engineering documents will require that the discipline-specific record be signed by a P.E. or licensed and certified Professional (Architects, engineers, cost estimators, etc.)

authorized in the state where the project is located.

Each assessment and conceptual design will provide OCRSO with the necessary information and data to determine the condition of facilities, buildings, structures, and other real properties;

ensure compliance with environmental regulations, audit DHS facilities for energy efficiencies, and determine the optimal use of the footprint. The types of assessments/conceptual designs and the number of assessments/conceptual designs will vary each year and will be determined by the OCRSO Real Property Program Office. This information will be provided by the government prior to the execution of the task order base period and subsequent option years.

The Government will provide the Contractor with a comprehensive list of facilities to be assessed, the type of assessments, and additional guidance applicable to each facility, as necessary.

To meet this objective, the Contractor shall have:

• The capability to provide immediate resources with expertise to assist the Government Lead with planning, executing, and monitoring activities required to complete assessments/conceptual designs on an aggressive timeline.

• Experience completing site assessments in accordance with (IAW) the applicable guidance provided by the government as government furnished information (GFI), in the form of standard operating procedures (SOPs), forms and templates, gathered during previous assessments as lessons learned. The guidance is meant to assist the Contractor in developing a strategy and methodology to execute the site assessments.

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The guidance is not meant to be restrictive, and OCRSO welcomes innovative approaches to meet the desired end state.

• Experience in program and project integration among various stakeholders across multiple Government organizations in order to obtain consensus to develop requirements for proposed initiatives by employing a standard, repetitive, and proven management methodology.

• Experience supporting operational efficiencies and the integration of operational, business, and mission support activities.

• Experience in providing studies, analysis, scenarios, and reports relating to capital and real property planning, asset management, facility management activities, environmental compliance, sustainability, resilience, integrated data management systems, and energy management initiatives.

• Experience in developing and analyzing business cases to support various mission efficiency proposals and/or evaluate alternative solutions that align with DHS’s strategic priorities and meet mission requirements at the lowest possible cost.

• Experience in the processes required to conduct studies within various geographic regions, which includes facilitating integration among various stakeholders across many Government organizations and document requirements. The Contractor shall have experience in identifying common mission support activities, developing and analyzing alternatives, and supporting the development of business case justifications.

• Experience in developing systems and processes necessary to manage and apply the appropriate rigors to effectively manage a portfolio of projects.

• Experience in supporting program management reviews of Components’ (or equivalent organizations) asset management and environmental programs which includes facilitating Components’ meetings to gather and analyze the information necessary to determine the health of the Components’ programs, evaluating major acquisition programs within the engineering and logistic discipline, and determining the effectiveness of sustainment plans managed by Components on fielded high-value programs.

• Expertise to support the creation of meaningful measures to assess the health of fielded programs and systems in order to assess programs or systems that need the most capital planning and investments.

• Expertise to support CRSO’s efforts to certify that Components are accounting for all real property assets, and environmental liabilities to ensure that DHS is meeting the Office of the Chief Financial Officer’s (OCFO) internal audit control requirements.

• Subject matter experts ready to support DHS’s efforts in establishing and implementing consistent Department-wide priorities, policies, guidance, business processes, standards, guidelines, and procedures for readiness support services.

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• Subject matter experts ready to support DHS in analyzing alternative ways to consolidate, colocate, and reduce the footprint and preserve needed capabilities at the best value.

• Experience in data analysis and visualization, to include expertise working with Tableau, Esri Portal, and Oracle Business Enterprise Edition to develop reports, provide timely information, and conduct data-driven use case analysis.

• Subject matter expertise in blending cross-functional data from the DHS Management Directorate’s business functions – Procurement, Human Capital, Finance, Budget, Security, and Asset Management – to conduct Unity of Effort and Field Efficiency use case analysis.

• Expertise supporting U.S. Cabinet-Level Leadership and Senior Advisors.

• In-depth understanding of mission support business processes, methodologies, procedures, and toolsets.

• Understanding of the current technology toolsets that include SharePoint-based systems, Microsoft Teams, Microsoft PowerBI, Tableau, and other file and data management systems.

• Expertise working directly with various IT stakeholders to identify and troubleshoot (through to resolution) technical platform issues.

• Expertise in estimating the build-out cost for newly constructed facilities, Sensitive Compartment Information Facility (SCIF), and renovations of current facilities in multiple locations within the United States. Cost estimates must include the following details:

1. Square Footage cost to completely renovate the affected spaces (slab to slab), including ductwork, plumbing, sprinkler pipes, convection/air handler units, carpet, suspended ceiling frame/tiles, etc. (everything that would provide a channel from the adjacent spaces into the SCIF.

2. SCIF construction using approved methods to achieve the physical and acoustical separation from adjacent spaces and partitions used to create the entry vestibule.

3. SCIF construction preventing physical access to/from and visual access from the windows.

4. SCIF construction with appropriate acoustical rating for partitions inside the SCIF.

5. Ceiling/Slab mounted independent HVAC unit that only services the SCIF.

6. Conduit to the LAN room that provides isolation/separation at the walls/entry point to the SCIF from communications risers that serve the building.

7. SCIF-rated doors for both doors in the entry vestibule.

1.3 SCOPE

The Tasks include:

• Program, Portfolio, and Project Management

• Engineering Design

• Architecture Design https://usdhs-my.sharepoint.com/personal/josh_mccormack_hq_dhs_gov/Documents/Documents/In%20Progress/New%20Requirements/FY%2025/OCRSO%20-%20Real%20Property%20-%20RUAS-25-00071/Section%20I%20-%20Pre-Soliciation/SCOPE%20PARAGRAPHS.doc

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• Space Planning and Design

• Strategic Planning, Performance Analysis, and Reporting

• Process Improvement and Re-engineering

• Data Analytics and Policy Support

• Strategic Communications Coordination

• Surveying, Cost Estimating, Evaluating Construction and Renovation Design

The contract uses two terms to differentiate the level of effort anticipated of the Contractor:

“Collaborative Task” identifies work that requires a high degree of collaboration with DHS employees. It often includes work such as evaluating the program of requirements or analysis of space or design plans, where the details are not well developed at the beginning of the task, and which may require DHS to make fundamental management decisions.

“Independent Task” identifies work that requires far less collaboration with DHS employees. It generally involves independent research, drawing from known data sources, updating or documenting a known process, or assessing against established standards. For tasks, the Contractor should have greater control over the resources needed to complete the task.

1.3.1 REQUIRED SERVICES –TASKS

1.3.1.1 Program, Portfolio, and Project Management

Provide project management support to ensure the successful and timely completion of all tasks and deliverables. This task includes overall planning and coordination of the program strategy and project activities; cost and schedule management; staff direction and supervision; quality assurance, and liaison to the CRSO Real Property office and DHS Components.

1.3.1.2 Engineering Design

Provide engineering and engineering management that focuses on how to design and integrate complex projects over their lifecycles. Senior-level engineer responsible for oversight of engineering tasks and engineering team members (such as Civil, Mechanical, Electrical, etc.).

Responsible for overseeing and assisting with all design–bid tasking, including reviewing cost estimations. Ensures all concept plans, documents are compliant with Design, Engineering, and Construction guidelines, regulations, and other mandatory requirements. Review and update all SOPs, manuals, guides, Instructions, etc. Review the Program of Requirements (POR), including all documentation for projects, and provide recommendations. Develop and submit concurrence memos (all projects) – engineering areas. Review PORs in accordance with the DHS workspace standards and provide GAPs, feedback, and comments. Support Program Management Reviews for special projects(engineering areas). Develop and track weekly special projects action items. Develop the following documents from special projects site visits:

a. Schematic design (engineering areas)

b. Design documents

c. Schedules

d. Budget

Attend Special projects meeting and develop special projects agenda and special projects meeting minutes. Develop SCIF expansion design documents. Develop new drawings and layouts of SCIF expansion projects. Conduct site visits for SCIF expansion projects and review drawings and layouts (engineering areas). Develop new drawings and layouts of Indoor/Outdoor firing ranges and warehouses. Conduct site visits for Indoor/Outdoor firing ranges and

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Warehouses and review drawings and layouts(engineering areas). Conducts surveying for special projects; provides all surveying documents. Update special projects SOPs, policies, procedures, directives, etc. (engineering areas). Review and update budget, including O&M for SCIF expansion. Review all SCIF expansion building drawings. Review and update the DHS Engineering and Construction Guide. Utilize AUTOCad, MS Office products, etc, for all deliverables.

1.3.1.3 Architecture Design

Provide architecture approaches used for developing concepts for structures that meet project goals and operational standards. Senior-level Architect will be responsible for collaborating with engineers on special projects (design-bid). Oversee special projects to ensure high-quality, innovative and functional design. Responsible for developing feasibility reports, design concepts, plans, and other architecture documents. Develops concepts plans and concepts in line with project needs, building’s usage and environmental impact. Develops and updates new buildings, extensions, renovations, and restorations, ensuring they meet special project requirements and align with sustainability principles. Review Program of Requirements including all documentation for projects and provide recommendations. Develop and submit concurrence memos (all projects) – architecture areas. Review Program of Requirements (POR) including all documentation for PTO projects and provide recommendations in areas of:

a. Mobility ratio

b. Circulation

c. FTEs

d. Community of Practices (COPs)

e. Alignment to workspace standards

Develop and submit Portfolio Transformation Office (PTO) POR concurrence memos. Review workspace standards and develop examples (circulation, mobility ratio). Review Program of Requirements (POR) in accordance with the DHS workspace standards and provide GAPs, feedback, and comments. Support Program Management Reviews for special projects. Develop and track weekly special projects action items. Develop the following documents from special projects site visits:

e. Schematic design

f. Design documents

g. Schedules

h. Budget

Attend Special projects meetings and develop special projects agenda and meeting minutes.

Develop SCIF expansion design documents. Develop new drawings and layouts of SCIF expansion projects. Conduct site visits for SCIF expansion projects and review drawings and layout. Develop new drawings and layouts of Indoor/Outdoor firing ranges and warehouses.

Conduct site visits for Indoor/Outdoor firing ranges and Warehouses, and review drawings and layouts(Architectural areas). Conducts surveying for special projects; provides all surveying documents. Update special projects SOPs, policies, procedures, directives, etc. Review and update the budget, including O&M for SCIF expansion. Reviews all SCIF expansion building drawings. Utilize AUTOCad, MS Office products, etc, for all deliverables.

1.3.1.4 Space Planning and Design

Provide space planning and design approaches to assist the CRSO leadership with optimizing the use of physical space to enhance functionality, ensure meet mission objectives are met, and

Real Property and Asset Management Support Page 7 of 10 adhere to new administration's Executive Orders (EOs). The Space Planner Lead will be responsible for analyzing how areas within a structure will be utilized and ensuring the layout supports the mission and EOs. Work with engineers and architects on all special projects to incorporate key elements of space planning and design to include:

• Assessment of space and requirements

• Zoning and Layout

• Circulation patterns

• Design elements

1.3.1.5 Strategic Planning, Performance Analysis, and Reporting.

Assist the CRSO leadership in developing and publishing the strategy for asset management using ISO 55000 and the DHS Mission Support Business Model as a basis. Provide expertise, analysis and support in the development of the key documents, metrics and materials described herein. Assist in the communication of goals, objectives, and results of asset management with internal and external stakeholders.

1.3.1.6 Data Analytics, Policy Support, Process Improvement and Re-engineering.

Support CRSO leadership in continuous improvement activities. Analyze DHS Business processes for conformance with ISO, OMB, GSA, and Component engineering, configuration management, information technology, and financial policy. Assist in the communication of goals and objectives (“as is” and “to be”) of business processes with internal and external stakeholders. Provide recommendations to improve business processes while ensuring those processes align to Departmental and OMB goals to result in clear direction to Components and government-wide policy improvements.

1.3.1.7 Strategic Communications and Coordination

The Contractor shall assist DHS with targeted communications during organizational and real property project initiatives, risk identification, risk management documentation, and work breakdown structure revision as required. Recommendations shall be fully documented to include implementation procedures, time lines, costs, etc.

1.3.1.8 Surveying, Cost Estimating, Evaluating Construction and Renovation Cost Provides concept design development, preparation of construction documents, and construction administration. Researches, plans, designs, and administers building projects for facilities, applying knowledge of architectural design, construction detailing, construction procedures, zoning and building codes, and building materials and systems. Assist engineers and architects in formulation project planning, monitoring, and control, including financial analysis on special projects. Review DHS Design, Engineering, and Construction Guide (around cost estimation tasking). Utilize AutoCAD and RSMeans to conduct costing. Utilize cost estimation spreadsheet and RS Means to gather costs, prepare graphics, and produce information for special projects.

Generate and calculate costs for design layouts, phases, and products. Develop cost breakdowns and product costs. Develop a detailed listing of all products and materials for special projects. Compute the cost of labor and materials for special projects. Conduct research on market prices and job cost accounting for special projects.

1.5 APPLICABLE DOCUMENTS

1.5.1 Government Documents

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All work is in accordance with (IAW) DHS specifications, instructions and policy guides, which may reference documents from other Government agencies as well as industry.

• DHS Real Property Manual

• DHS Design, Engineering, and Construction Guide

• DHS Program Management Review

1.5.2 Availability of Documents

The documents listed in sections 1.5.1 are available from DHS.

2.0 SPECIFIC REQUIREMENTS

2.1 DHS REAL PROPERTY MANUAL, 119-02-001

The contractor shall update the Real Property Management Manual in its entirety. The Manual currently has 136 pages and was last updated in July 2010. The contractor shall coordinate input from DHS experts, compile and edit all Chapters of the DHS Real Property Manual to deliver a final draft revision to a foundational program policy that has not been formally revised in ten+ years. The specific deliverables are 65% draft, 95% draft, and final. The Government will require 30 days to review the 65% and 95% drafts. The revision includes Component and stakeholder coordination and promulgation of comments received during the review period.

2.2 DHS DESIGN, ENGINEERING AND CONSTRUCTION GUIDE

The contractor shall update the DHS Design, Engineering and Construction Guide in its entirety.

The guide has 393 pages and was last updated in 2015. The contractor shall coordinate input from DHS experts, compile and edit the guide to deliver a final draft revision to a foundational program policy that has not been formally revised in seven years. The specific deliverables are 65% draft, 95% draft, and final. The Government will require 30 days to review the 65% and 95% drafts. The revision includes Component and stakeholder coordination and promulgation of comments received during the review period.

2.3 DHS PROGRAM MANAGEMENT REVIEW

The contractor shall facilitate Component PMR sessions to complete program evaluations across OCRSO program areas in order to assess the health of Component real property programs and to ensure that foundational policies and processes are in place that provide consistent, correct, and compliant guidance, per the DHS and CRSO Strategic Plans.

3.0 SECURITY

The Contractor will have access to unclassified and Sensitive But Unclassified Information under this or the dissemination. SOW. Contractor employees shall safeguard this information against unauthorized disclosure

4.0 PERIOD OF PERFORMANCE

The period of performance for this contract is a one-year base period with four option year periods as follows:

Base Period September 30, 2025 through September 29, 2026 Option Period One September 30, 2026 through September 29, 2027 Option Period Two September 30, 2027 through September 29, 2028 Option Period Three September 30, 2028 through September 29, 2029 Option Period Four September 30, 2029 through September 29, 2030

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5.0 PLACE OF PERFORMANCE

The primary place of performance will be remote and DHS TSA HQ, 6595 Springfield Center Drive, Springfield, VA 22150, with occasional visits to the contractor’s sites within the NCR. The physical location of the contractor personnel shall be at the discretion of the COR or program manager and will be identified in the SOW.

6.0 HOURS OF OPERATION

Contractor employees shall generally perform all work between the hours of 0900 and 1700 EST, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees shall be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW.

7.0 TRAVEL

Contractor travel may be required to support this requirement. All travel required by the Government outside the local commuting area(s) will be reimbursed to the Contractor in accordance with the Federal Travel Regulations. The Contractor shall be responsible for obtaining COR approval (electronic mail is acceptable) for all reimbursable travel in advance of each travel event.

8.0 POST AWARD CONFERENCE

The Contractor shall attend a Post Award Conference with the Contracting Officer and the COR no later than 10 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held at the Government’s facility, located at 6595 Springfield Center Dr., Springfield, VA 22150 or via teleconference.

9.0 PROJECT PLAN

The Contractor shall provide a draft Project Plan at the Post-Award Conference for Government review and comment. The Contractor shall provide a final Project Plan to the COR not later than 30 business days after the Post Award Conference.

10.0 PROGRESS REPORTS

The Project Manager shall provide a monthly progress report to the Contracting Officer and COR via electronic mail. This report shall include a summary of all Contractor work performed, including a breakdown of labor hours by labor category, all direct costs by line item, an assessment of technical progress, schedule status, any travel conducted and any Contractor concerns or recommendations for the previous reporting period.

11.0 PROGRESS MEETINGS

The Project Manager shall meet with the COR on a weekly basis to discuss progress, exchange information and resolve emergent technical problems and issues. These meetings shall take place at the Government's facility or teleconference.

12.0 GENERAL REPORT REQUIREMENTS

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The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Windows XP and Microsoft Office Applications).

13.0 PROTECTION OF INFORMATION

Contractor access to information protected under the Privacy Act is required under this SOW.

Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulations.

Contractor access to proprietary information is required under this SOW. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulation.

Contractor access to proprietary information is required under this SOW. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with DHS MD 11042.1, Safeguarding Sensitive But Unclassified (For Official Use Only) Information. The Contractor shall ensure that all Contractor personnel having access to business or procurement sensitive information sign a non-disclosure agreement (DHS Form 11000-6).

14.0 SECTION 508 COMPLIANCE

Section 508 of the Rehabilitation Act (classified to 29 U.S.C. § 794d) requires that when Federal agencies develop, procure, maintain, or use information and communications technology (ICT), it shall be accessible to people with disabilities. Federal employees and members of the public with disabilities must be afforded access to and use of information and data comparable to that of Federal employees and members of the public without disabilities.

All products, platforms and services delivered as part of this work statement that, by definition, are deemed ICT shall conform to the revised regulatory implementation of Section 508 Standards, which are located at 36 C.F.R. § 1194.1 & Appendixes A, C & D, and available at https://www.ecfr.gov/cgi-bin/text-idx?SID=e1c6735e25593339a9db63534259d8ec&mc=true&node=pt36.3.1194&rgn=div5. In the revised regulation, ICT replaced the term electronic and information technology (EIT) used in the original 508 standards. ICT includes IT and other equipment.

Exceptions for this work statement have been determined by DHS and only the exceptions described herein may be applied. Any request for additional exceptions shall be sent to the Contracting Officer and a determination will be made according to DHS Directive 139-05, Office of Accessible Systems and Technology, dated November 12, 2018 and DHS Instruction 139-05- 001, Managing the Accessible Systems and Technology Program, dated November 20, 2018, or any successor publication.

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