RFP 0027-N.pdf

RFP 0027-N, Page 1 of 26

BOILERPLATE

REVISED MARCH 2026

STATE OF WYOMING

DEPARTMENT OF ADMINISTRATION & INFORMATION

GENERAL SERVICES DIVISION, PROCUREMENT SECTION

2323 CAREY AVENUE

CHEYENNE, WY 82002

REQUEST FOR PROPOSAL NUMBER 0027-N

WYOMING MILITARY DEPARTMENT

ENTERPRISE SUSTAINMENT MANAGEMENT

SYSTEM (SMS) SUPPORT

PROPOSAL DUE DATE AND TIME

AUGUST 31, 2026 – 2:00:00 P.M. MOUNTAIN TIME

AGENCY REPRESENTATIVE:

JESSICA HALLBERG

PROCUREMENT REPRESENTATIVE:

JAMIE RAFF

Jamie.raff1@wyo.gov 307-777-6721

RFP 0027-N, Page 2 of 26

Table of Contents

SECTION 1: REQUEST FOR PROPOSAL

SECTION 2: GENERAL PROVISIONS

SECTION 3: SPECIAL PROVISIONS INFORMATION

SECTION 4: KEY DATES

SECTION 5: ADMINISTRATIVE BACKGROUND

SECTION 6: REQUIREMENTS/SPECIFICATIONS

SECTION 7: PROPOSAL SUBMISSION REQUIREMENTS

SECTION 8: EVALUATION METHODOLOGY

SECTION 9: PROPOSAL PRICE SHEET AND SIGNATURE PAGE

ATTACHMENT A – SAMPLE CONTRACT

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK.

RFP 0027-N, Page 3 of 26

SECTION 1: REQUEST FOR PROPOSAL

1. SUBMISSION OF PROPOSALS:

The A&I Procurement Office will receive proposals for providing comprehensive ENTERPRISE SMS (Sustainment Management System) support, system updates, and conduct the required 20% asset inspections for the State of Wyoming, Wyoming Military Department (Agency) through the Public Purchase online bidding system. The contractor will be responsible for ensuring the ENTERPRISE SMS system is functioning properly, conducting thorough inspections of facilities and equipment, and ensuring the accuracy in the ENTERPRISE SMS database. Proposals are due no later than 2:00:00 P.M. (Mountain Time) on August 31, 2026.

The technical proposal and cost proposal should be uploaded as separate documents and identified as such.

1.1. Proposals should be accompanied by the attached Proposal Price Sheet and signed by the proper official of the firm. All proposals should be uploaded on the Public Purchase online bidding system. Proposals sent by facsimile, email or paper copy may be rejected.

1.2. Proposals should be submitted through the Public Purchase online bidding system on or before the date and time specified. Proposals received after the date and time specified may be rejected.

1.3. The State of Wyoming reserves the right to withdraw this Request for Proposal, without cause, at any time before a contract has been fully signed and submitted to the A&I Procurement Office.

2. MODIFICATIONS OR WITHDRAWAL OF PROPOSALS:

2.1. A proposal may be altered through the Public Purchase online bidding system before the proposal due date and time contained in this document.

2.2. The proposer may withdraw its proposal through the Public Purchase online bidding system up to the proposal due date and time contained in this document. If a proposal is accepted and the proposer fails to furnish the service agreed upon in the proposal, that proposer may be eliminated from future consideration.

3. PREPARATION OF PROPOSALS:

3.1. A proposal may be rejected if it modifies any of the provisions, specifications or minimum requirements of the Request for Proposal.

3.2. In case of error in the extension of prices in the proposal, unit prices will govern.

4. AWARD AND CONTRACT INFORMATION:

4.1. The State of Wyoming will ensure that minority business enterprises will be afforded full opportunity to submit proposals. The State of Wyoming will not discriminate on the grounds of age, race, color, sex, creed, national origin, or disability status.

4.2. The proposer also, agrees that should their firm be awarded a contract, it will not discriminate against any person who performs work there under because of age, race, color, sex, creed, national origin or disability. In addition, the successful proposer shall comply with the Americans with Disability Act and the Wyoming Fair Employment Practices Act.

4.3. The proposer expressly warrants to the State that it has the ability and expertise to perform the contract if awarded. In doing so, it shall use the highest standards of professional workmanship.

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4.4. The State of Wyoming reserves the right to reject any or all proposals, to waive any informality or technical defect in the proposals, or to award the contract in whole or in part, if deemed to be in the best interest of the State to do so. The A&I Procurement Office will award the contract to the firm, determined to have the most responsive and responsible proposal by the Wyoming Military Department.

4.5. The successful proposer will be required to agree to and execute a formal contract with the State containing terms required by the Attorney General with reasonable adjustments acceptable to the State.

4.6. If applicable, the State will negotiate payment terms based upon a schedule to be determined by the proposer and the State. Paying invoices will be based upon the proposer successfully completing the deliverables within the stated deadlines, and upon the Agency’s written acceptance of the deliverables or services.

DATED: July 30, 2026

State of Wyoming Procurement Section Buyer: Jamie Raff

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SECTION 2: GENERAL PROVISIONS

1. INSURANCE:

1.1. The contract between the successful proposer and the State shall require the successful proposer to carry certain insurance policies. All such insurance policies, except workers’ compensation and unemployment compensation policies, shall contain a waiver of subrogation against the Agency and the State, its agents and employees.

2. LAWS TO BE OBSERVED:

2.1. The proposer shall keep fully informed of, and comply with, all applicable federal and state laws or rules, all local bylaws, regulations and all orders and decrees of bodies or tribunals having any jurisdiction or authority. The proposer shall protect and indemnify the State and its representatives against any claim or liability arising from or based on the violation of any law, bylaw, ordinance, regulation, order or decree whether by himself or its employees.

3. ASSIGNMENT:

3.1. The proposal shall not be assigned by the proposer. Third party participation is authorized only as a joint venture that shall be clearly stated in detail in the original proposal and signed by all parties participating.

3.2. The proposer shall not enter into any subcontracts for any of the work contemplated under this Request for Proposal without the State’s prior written authorization.

4. EXTENSION AND AMENDMENT:

4.1. The proposer and the State covenant and agree that this proposal or subsequent contract may, with the mutual approval of the proposer and the State, be extended one year at a time, for a total contract period not to exceed three (3) years.

5. AUDIT AND ACCESS TO RECORDS:

5.1. The State or any of its duly authorized representatives shall have access to the proposer’s books, documents, papers, electronic data and records that are directly pertinent to this Request for Proposal.

6. CONFLICT OF INTEREST:

6.1. The proposer warrants that no kickbacks, gratuities, or contingency fees have been paid in connection with this Request for Proposal and none have been promised. The proposer warrants that no one being paid pursuant to the proposal is engaged in any activity that would constitute a conflict of interest with respect to the purchases of the proposal.

7. NO FINDER’S FEE:

7.1. The proposer warrants that no finder’s fee, employment agency fee, or any such fee related to the proposal shall be paid.

8. SOVEREIGN IMMUNITY:

8.1. Pursuant to Wyoming Statute § 1-39-104(a), the State of Wyoming and the Agency expressly reserve sovereign immunity and specifically retain all immunities and defenses available to them as sovereigns. The proposer acknowledges that the State of Wyoming has sovereign immunity and only the Wyoming Legislature has the power to waive sovereign immunity. Designation of

RFP 0027-N, Page 6 of 26 venue, choice of law, enforcement actions, and similar provisions shall not be construed as a waiver of sovereign immunity. The parties agree that any ambiguity in this Request for Proposal shall not be strictly construed, either against or for either party, except that any ambiguity as to sovereign immunity shall be construed in favor of sovereign immunity.

9. INDEMNIFICATION:

9.1. The proposer shall release, indemnify, and hold harmless the State, the Agency and its officers, agents, and employees from any and all claims, suits, liabilities, court awards, damages, costs, attorneys’ fees, and expenses arising out of the proposer’s failure to perform any of the proposer’s duties and obligations hereunder or in connection with the negligent performance of proposer’s duties and obligations, including, but not limited to, any claims, suits, liabilities, court awards, damages, costs, attorneys’ fees, and expenses arising out of proposer’s negligence or other tortious conduct.

10. APPLICABLE LAW/VENUE:

10.1. The construction, interpretation, and enforcement of this Request for Proposal shall be governed by the laws of the State of Wyoming, without regard to conflicts of law principles. The terms “hereof,” “hereunder,” “herein,” and words of similar import, are intended to refer to this Request for Proposal as a whole and not to any particular provision or part.

11. RIGHT OF OWNERSHIP AND MARKETING OF INTELLECTUAL PROPERTY

AND INTELLECTUAL ASSETS SUBMITTED FOR THE RFP (IF APPLICABLE):

11.1. It is acknowledged and agreed that the only party with a right to market, trademark, patent, copyright, or any like right to any intellectual property or intellectual assets submitted in relation to the Request for Proposal shall be and is solely vested in the State. This includes all intellectual property and intellectual assets related to both the written proposal and the oral presentation and any and all documents, pitches, products, media pitches, web screens, layouts, etc. produced for the written proposal and the oral presentation, and any updates, changes, alterations, or modifications to or derivative works.

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SECTION 3: SPECIAL PROVISIONS INFORMATION

PROPOSALS SHOULD BE SUBMITTED THROUGH THE PUBLIC PURCHASE ONLINE BIDDING

SYSTEM BY 2:00:00 P.M. MOUNTAIN TIME ON AUGUST 31, 2026. PROPOSALS RECEIVED

AFTER THE DATE AND TIME SPECIFIED MAY BE REJECTED.

It is the responsibility of the proposer to clearly identify all information that is considered confidential in accordance with the Wyoming Public Records Act, Wyoming Statute §16-4-201 through §16-4-205. Please identify each confidential page with the word “CONFIDENTIAL” in capital, bold letters centered at the bottom of each page. Information not clearly marked may be considered public. If the proposer submits information that it believes is confidential, it should include a statement justifying its basis for that belief.

1. STATE PARTIES:

1.1. This Request for Proposal is issued by the Wyoming Department of Administration and

Information, General Services Division, Procurement Section (Procurement) on behalf of the Wyoming Military Department (Agency).

1.2. Throughout this document and others in connection with this project, various references are made, or will be made to the “State.” Generally, whenever this reference appears, the term “State” incorporates all state agencies working on this project.

1.3. It should be understood that the Director of the Wyoming Military Department is empowered to be the signatory on all contracts, agreements, or modifications pertaining to this project. Any contracts, agreements, or modifications not bearing this signature or that of a designee are invalid.

2. CONTENT AND PROCUREMENT POINTS OF CONTACT:

2.1. Procurement is the primary point of contact from the date of release of the Request for Proposal until a proposer is selected and the selection is announced.

2.2. Written questions about the procurement should be submitted through the Public Purchase online bidding system until 2:00:00 P.M. Mountain Time on August 14, 2026. Any questions received after that deadline may not be accepted or considered. Each question should be submitted individually. It is the proposer’s responsibility to check the Public Purchase online bidding system for answers to questions, addenda, or bid tabulations. Telephone calls, emails or faxes may not be accepted.

2.3. Written responses will be available through the Public Purchase online bidding system. Responses will not identify the firm that submitted the question. Only the written answers issued by the Agency are the official position on an issue, and these answers shall become part of the Request for Proposal.

3. RESTRICTIONS ON COMMUNICATIONS WITH AGENCY STAFF:

3.1. Until a proposer is selected and the selection is announced, proposers shall not communicate with

Agency staff except via written questions through the Public Purchase online bidding system.

3.2. If a proposer violates this restriction, the State reserves the right to reject the proposal.

4. EFFECTIVE DATES OF PROPOSAL:

4.1. All terms, conditions and costs quoted in the proposer’s response will be binding on the proposer for one-hundred eighty (180) days from the effective date of the proposal.

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5. ADVERTISING AWARD CONDITIONS:

5.1. A fully executed contract should be completed with the State before the successful proposer may advertise the award of the contract or the services being performed. The proposer should agree not to refer to awards in commercial advertising in such a manner that states or implies that the firm or its services are endorsed or preferred by the State of Wyoming.

6. CONTRACT NEGOTIATIONS:

6.1. The State will notify the most qualified/successful proposer and negotiate a contract in accordance with the Wyoming Attorney General’s contract guidelines. The successful proposer will be required to enter into and sign a formal contract with the Agency.

6.2. In the event the Agency determines contract negotiations are making no forward progress, negotiations will be terminated, and at the State’s sole discretion, negotiations may be initiated with the next most qualified/successful proposer, or the RFP may be withdrawn or reissued. This process will be followed until an agreement is reached, or until the State determines that the RFP will be withdrawn or reissued. The State assumes no obligation to a selected proposer until an agreement is reached and a contract is fully executed. The State will not negotiate concurrently with more than one proposer for the same award.

7. BEGINNING WORK:

7.1. The successful proposer may not perform any work that could be billed until a contract has been executed. The State will not pay for any work by the proposer before a contract is executed.

8. COPYRIGHT INFRINGEMENT:

8.1. The proposer warrants that no materials, products, and services proposed will infringe upon or violate any patent, copyright, trade secret, or other proprietary right of any third party. In the event of a claim by any third party against the State, the State shall promptly notify the proposer, and the proposer shall defend the claim. The defense will be at the proposer’s expense.

9. COST OF PREPARING PROPOSALS:

9.1. All costs incurred for preparing the proposal and for other procurement related activities are solely the proposer’s responsibility. The State of Wyoming will not provide reimbursement of these costs.

10. RISKS AND LIABILITIES:

10.1. By submitting a proposal, a proposer assumes any and all risks and liability associated with information in the proposal and its release.

11. AMENDMENTS:

11.1. The State reserves the right to amend this Request for Proposal before the proposal submission date. Amendments shall be uploaded to the Public Purchase online bidding system. It is the proposer’s responsibility to check the Public Purchase online bidding system for amendments.

12. PROPERTY DAMAGE AND LIABILITY INSURANCE:

12.1. The proposer may be required to furnish proof of property damage liability insurance in the amount deemed necessary by the Agency for this project, if applicable.

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12.2. Questions regarding required insurance coverage and limits for this project should be submitted in writing, in accordance with instructions outlined in the special provisions.

13. MISREPRESENTATION OF INFORMATION:

13.1. Misrepresentation of a proposer’s status, experience, or capability in the proposal may result in disqualification of that proposer from the selection process. Discovery of litigation or investigations in a similar area of endeavor may, at the discretion of the Agency and after consultation with Procurement, preclude the proposer from the selection process.

14. DISPOSITION OF PROPOSALS:

14.1. All material submitted becomes property of the State of Wyoming, which is under no obligation to return any of the material submitted.

15. LEGAL CONSIDERATIONS:

15.1. This Request for Proposal is issued under Wyoming Statute §9-2-3204.

16. PROPOSER RELATIONS WITH STATE:

16.1. The proposer and its staff will have an ongoing relationship with the State that is based on trust, confidentiality, objectivity and integrity. The proposer will operate at all times in the State’s best interests and in a straightforward, trustworthy and professional manner. The proposer shall:

16.1.1. Work cooperatively with the State’s staff and business partners whenever required.

16.1.2. Work cooperatively with the staff of other proposers whenever required.

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SECTION 4: KEY DATES

Event Description Date Time (Mountain Time)

RFP Release Date July 31, 2026

Closing Date for Questions August 14, 2026 2:00 P.M.

Response to Questions Returned August 21 2026 2:00 P.M.

RFP Submission Due Date August 31, 2026 2:00:00 P.M.

Tentative Award Date September 2026 N/A

Tentative Work Begins Date October 2026 N/A

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SECTION 5: ADMINISTRATIVE BACKGROUND

1. INTRODUCTION AND BACKGROUND:

1.1. The eSMS (Enterprise Sustainment Management System) platform provides the Wyoming

Military Department (WYMD) with real-time status updates on all facility conditions, driving a concise maintenance plan and recommending prioritized funding requirements to optimize budget allocation. This is also a federal requirement to utilize eSMS for all facilities sustained by Federal funding.

2. PURPOSE AND INTENT:

2.1. The purpose of this Request for Proposal (RFP) is to solicit competitive proposals from proposers who can offer comprehensive ENTERPRISE SMS (Sustainment Management System) support, system updates, and conduct the required 20% asset inspections for the Wyoming Military Department to meet the Agency’s needs and expectations, as described within this RFP.

3. STAKEHOLDERS:

3.1. The Wyoming Military Department (WYMD) and Construction Facilities Maintenance Office

(CFMO) use this data to rank and organize projects requiring Sustainment, Restoration, Modernization, and Military Construction funding from Federal coffers. Ultimately, eSMS helps the entities act as better stewards of taxpayer dollars while fulfilling the Federal mandate to utilize eSMS for all facilities supported by federal funding.

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SECTION 6: REQUIREMENTS/SPECIFICATIONS

1. SCOPE OF PROJECT:

1.1 PROJECT OVERVIEW: The purpose of this scope of work to obtain the services of a consulting firm or contractor to provide support within the Wyoming Military Department Construction and Facilities Management Office – Planning and Programing Branch (CFMO-P&P) to support the eSMS (Enterprise Sustainment Management System) and conduct the required 20% asset inspections. The contractor will be responsible for ensuring the eSMS system is functioning properly, conducting thorough inspections of facilities and equipment, and ensuring the accuracy within the eSMS database. The contractor will also create, digitize, and archive all missing building plans and provide these electronic records to the CFMO-P&P for record-keeping.

1.2. OBJECTIVE: To provide support to the Planning and Programming Division for the Wyoming Military Department, (WYMD) and be under the supervision of the WYMD Installation Status Reporting Program Manager. Contractor will work on-site at the Joint Forces Readiness Center in Cheyenne, Wyoming, in addition to other WYMD facilities throughout the State as needed.

Contractor will need to be able to provide analysis of effectiveness of the eSMS within the WYMD and projections for long-term requirements. Contractor will work with WYMD staff to perform all tasks described in this Statement of Work (SOW). The Contractor will work the same hours and schedule as the WYMD-P&P staff. The Contractor shall conform to all standards, regulations, directives, guidance, and policies related to the Wyoming Military Department eSMS program in the performance of this contract, and will provide all material, equipment, transportation, lodging and other per diem necessary to comply with the SOW.

2. CONTRACTOR RESPONSIBILITIES: The contractor shall perform the following tasks:

2.1 ENTERPRISE SMS PROGRAM MANAGEMENT & MAINTENANCE: Manage and maintain the ENTERPRISE SMS as required by the Army National Guard Bureau (NGB) for the Wyoming Military Department. NGR 420-10, NGR 415-5 DoD Memo mandates the software system, AR 420-1 establishes the evaluation criteria, and NGR 420-10 task-organizes National Guard personnel to execute the assessments.

2.2. Serve as the Subject Matter Expert (SME) on the eSMS system and provide training, instruction, and technical support to respective system users in the Wyoming Military Department. Training for eSMS can be found here: https://training.sms.erdc.dren.mil/ and https://builder.sms.erdc.dren.mil/.

2.3. Third-Party Defense Contractors

2.3.1. Hired for large-scale, statewide inspection cycles.

2.3.2. Includes structural, electrical, mechanical engineers, or data analysts.

2.3.3. Must provide proof of active SMS certifications.

2.3.4. Must list an active federal contract number for system access.

2.4. U.S. Army Corps of Engineers (USACE) Teams

2.4.1. Mobile field teams from the ERDC.

2.4.2. Conduct highly technical baseline assessments.

https://builder.sms.erdc.dren.mil/

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2.4.3. Provide quality control and data validation.

2.5. Contractors will work remote areas of Wyoming during their inspection cycles and then work from their respective business address and work from the JFRC in Cheyenne Wyoming as required.

2.6. Provide technical field inspections and system maintenance for the eSMS system used by the Wyoming Military Department, ensuring its uninterrupted availability and functionality.

2.7. Monitor the system regularly to identify and promptly address any issues or anomalies that may arise.

2.8. Collaborate with the Wyoming Military Department to resolve system-related problems and ensure proper integration with other relevant systems.

2.9. Create, digitize and archive all missing building plans and provide these electronic records to the CFMO-P&P for record-keeping.

2.10. ENTERPRISE SMS DATABASE MANAGEMENT (DATA INPUT AND ANALYSIS):

2.10.1. Verify the accuracy of asset information in the eSMS database, comparing it with on-site observations, and updating the database as necessary.

2.10.2. Populate and maintain eSMS with complete, current and accurate asset data needed to generate sustainment requirements for the installation.

2.10.3. Update asset work history, perform initial quality control prior to uploading and inputs data into the system.

2.10.4. Update facility conditions as work is funded and completed.

2.10.5. Add new assets/buildings acquired through Military Construction (MILCON) funding or transfer.

2.10.6. Ensure maintenance/repair work and updates to asset inventory/condition (including equipment/component updates) are in the appropriate eSMS format and are updated in the eSMS database as soon as work is completed.

2.10.7. Incorporate on-going building asset data collection, validation and management into day-to-day operations and maintenance activities.

2.10.8. Perform ENTERPRISE SMS data QA/QC process on a consistent basis. Standards and metrics may be found at: https://training.sms.erdc.dren.mil/ and https://builder.sms.erdc.dren.mil/.

2.11. ENTERPRISE ASSET INSPECTIONS:

2.11.1. Conduct comprehensive inspections of facilities, infrastructure, and equipment owned and operated by the Wyoming Military Department in order to bring Wyoming to 100% compliance with required ENTERPRISE SMS asset inspections. The following is a list of cities where the WYMD has facilities that require inspection:

2.11.2. At a minimum the following facilities must be inspected FY2027. The following are located in Guernsey, WY.

00001, RTI

00606, HEALTH CLINIC

00004, General Instruction Building https://builder.sms.erdc.dren.mil/

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00036, OMS

00211, Dining Facility TT

00212, CO HQ Bldg. TT

00213, Dining Facility TT

00214, CO HQ Bldg. TT

00215, Dining Facility TT

00216, CO HQ Bldg. TT

00218, CO HQ Bldg. TT

00219, Dining Facility TT

00220, CO HQ Bldg. TT

00221, Co HQ Bldg. TT

00222, Co HQ Bldg. TT

00223, Co HQ Bldg. TT

00102, POLICE/MP STATION

00109, Organizational Storage Building

00224, Physical Fitness Center

00225, Soldiers Chapel/Meeting Room

00106, Multi-Functional Auditorium/Class

00108, Organizational Storage Building

00111, ACCESS CONTROL BLDG

0013A, GP STORAGE (USPFO)

0013B, Detached Fire Station Support Bldg.

2.11.3. Additional facilities may be added to this work as directed by the program manager. The following is a list of cities where inspection may take place as determined by the program manager:

Cheyenne;

Laramie;

Rock Springs;

Evanston;

Afton;

Lander;

Worland;

Powell;

Lovell;

Sheridan;

Gillette;

Casper;

Douglas;

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Camp Guernsey;

Torrington;

Wheatland.

2.11.4. Contractor will coordinate with eSMS CFMO Program Manager for completion and further facilityinspection criteria.

2.11.5. If a facility is not on the FISP the contractor shall request guidance whether or not to inventory said facility.

2.11.6. Adhere to the inspection protocols and procedures provided by eSMS and the Wyoming Military Department, ensuring compliance with applicable regulations, standards, and guidelines.

2.11.7. Assess the condition, functionality, and safety of assets, identifying any maintenance or repair needs, deficiencies, or non-compliance issues IAW eSMS.

2.11.8. Use requirements identified by eSMS to identify work items and develop work plans.

2.11.9. Generate detailed inspection reports, including observations, findings, recommendations, and photographic evidence, for each asset inspected.

2.11.10. Provide clear and concise recommendations for maintenance, repairs, or further assessments based on the inspection findings.

2.11.11. Ensure all inspections are conducted within the designated timeframes, coordinating with the Wyoming Military Department to gain necessary access to facilities and assets.

4. DELIVERABLES: The contractor shall provide the following deliverables:

4.1. Monthly reports summarizing the eSMS support activities, including system performance, issues resolved, updates implemented, and user support provided.

4.2. Inspection reports for each asset inspected, detailing the findings, recommendations, and any required follow-up actions.

4.3. Updated eSMS database reflecting accurate asset information based on the inspection findings and as work is completed on assets, equipment and/or components.

4.4. Produce products and reports as requested / required at 20% per year by Wyoming Military Department for the development of Annual Work Plans in order to generate sustainment funding and assist with project prioritization.

4.5. Digitized all missing building plans.

5. TRAVEL:

5.1. The contractor conducting the tasks described herein is expected to primarily work at the Joint

Force Readiness Center, 5800 Central Ave, Cheyenne, Wyoming, and remote throughout the performance period. Several trips within Wyoming will be required to complete mission objectives. Contract related travel costs must be included in the proposal. The Contractor must provide transportation to and from sites located throughout the state, with visits to WYMD facilities as needed and stated in the Tasks above, during the duration of contract. The contractor must have:

5.1.1. Valid Driver’s License

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5.1.2. Must be able to drive long distances throughout the year to conduct internal assessments at facilities throughout the state of Wyoming.

5.1.3. Contractor will provide a legally registered and insured vehicle.

6. PERIOD OF PERFORMANCE:

6.1. The project period of performance is a total of one (1) year. All work completed by the Contractor, including submission of all required data and reports, shall be completed within twelve months of a fully executed contract. Contractors’ work and holiday schedule will coincide with the schedule for Agency CFMO employees, as set forth in the Yearly Calendar. It is anticipated that the Contractor shall begin work under the contract effective October 1, 2026 and will be effective for a period of twelve (12) months. If the Contractor begins after October 1, 2026, the contract period will be for twelve (12) months after the effective date of the Contract.

7. CONTRACTOR QUALIFICATIONS: The contractor must meet the following qualifications:

7.1. Proven experience in providing eSMS Program Management and Maintenance, eSMS Database Management, and asset inspections for government or military organizations.

7.2. Thorough understanding of relevant regulations, standards, and protocols related to facility and equipment inspections.

7.3. Strong knowledge of eSMS system functionalities, customization options, and database management.

7.4. Proficiency in generating accurate and comprehensive reports, including photographic documentation.

7.5. Excellent communication skills to effectively collaborate with the Wyoming Military Department and other stakeholders.

8. PROJECT TIMELINE AND SUBMITTAL SCHEDULE (TENTATIVE):

TASK PROJECT DAYS Date

CONTRACT EXECUTED TBD

CONTRACTOR PREPARATION NTP + 30 TBD

KICKOFF MEETING NTP + 45 TBD

DATA COLLECTION, ASSEMBLAGE +60 Days TBD

CAMP GUERNSEY SURVEY +30 Days TBD

INVENTORY SUBMITTAL +60 Days TBD

CONDITIONS ASSESSMENT

SUBMITTAL +60 Days TBD

MAPPING SUBMITTAL +60 Days TBD

IMPLEMENTATION PLAN

SUBMITTAL +30 Days TBD

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TASK PROJECT DAYS Date

PLAN SUMMARY SUBMITTAL +20 Days TBD

FINAL (100%) DELIVERABLE

SUBMITTAL +30 Days TBD

FINAL ACCEPTANCE AND PROJECT

CLOSE-OUT TBD

7.1. The Submittal days are delivery days to the Project Manager. The Contractor shall plan the work to allow for mailing by routine mail service, however, one-day mail services shall be used whenever necessary to meet the above schedule. As applicable and agreeable by both the Project Manager and Contractor electronic transfer of interim deliverables may be submitted via DoD SAFE (https://safe.apps.mil).

7.2. SUBMITTAL REVIEW. After each milestone submittal, the Contractor will be furnished review comments from the WYMD within two (2) weeks. The Contractor will then conduct a comment review meeting to determine the disposition of all comments. The disposition will clearly indicate the specific actions to be taken in response to each comment. The Contractor shall furnish the disposition of all comments in writing to the Project Manager within two (2) weeks after the comment review meeting, and incorporate the accepted review comments in to the next submittal.

7.3. PROJECT MANAGER PLAN. The Contractor’s designated Project Manager shall be responsible for managing the performance of this contract. The Project Manager’s signature endorsing a pay application shall signify satisfactory performance by the Contractor. Performances above or below satisfactory shall require that the Project Manager provides written documentation outlining such performance.

7.4. PAYMENTS. All payment requests will coincide with the submittal of Task and Milestone deliverables set forth on the Timeline. Payment invoices shall be submitted for processing to:

Wyoming Military Department – CFMO, 5410 Bishop Blvd. Cheyenne, WY 82009. Final payment shall not be submitted until written notification of final acceptance has been issued by the Project Manager.

9. GENERAL INFORMATION: The following sections, outline the contract performance procedures that shall be required of the Contractor.

8.1. QUALITY CONTROL. The Contractor will develop and maintain an effective Quality Control

(QC) program to ensure services are performed in accordance with this SOW. The Contractor will develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program serves to assure that the work complies with the requirement of the contract. The Contractor will develop and provide to the WYMD a quality control (QC) plan at the time of proposal and any updates after contract award.

Any update to the QC Plan must be reviewed by the Project Manager within five (5) working days when changes are made thereafter. After acceptance of the quality control plan the IMP delivery team shall receive the Project Manager’s acceptance in writing of any proposed change to the QC system.

8.2 QUALITY ASSURANCE. The WYMD shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily

RFP 0027-N, Page 18 of 26 focused on what the WYMD must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

8.3 GOVERNMENT HOLIDAYS

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

8.3.1. The Wyoming Military Department’s general operational hours are 0730 – 1700.

Additionally, a modified work schedule exists such that employees work 5 9-hour shifts one week and 3 9-hour shifts and one 8-hour shift to then have that second Friday off.

8.4 PLACE OF PERFORMANCE. The site for this project is primarily the Wyoming Military Department’s Joint Forces Readiness Center (Cheyenne) and remote work. Facility inspections will take place in the following cities:

Cheyenne;

Laramie;

Rock Springs;

Evanston;

Afton;

Lander;

Worland;

Powell;

Lovell;

Sheridan;

Gillette;

Casper;

Douglas;

Camp Guernsey;

Torrington;

Wheatland

8.5 SECURITY REQUIREMENTS:

8.5.1 Physical Security. The Contractor shall be responsible for safeguarding all government equipment, information and property provided for Contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured. All documentation for this contract will be maintained at a For Office Use Only (FOUO) level of security.

RFP 0027-N, Page 19 of 26

8.5.2 Key Control. The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor’s team by the WYMD are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor’s team by the WYMD shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the quality control plan.

Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Project Manager.

8.6. SPECIAL QUALIFICATIONS: The Contractor shall demonstrate previous project experience in ENTERPRISE SMS Asset inspections, database management and planning analysis. The Contractor shall be responsible for ensuring all employees assigned to this task possess training in the required areas.

8.6.1. The Contractor team shall have a background in the following areas:

8.6.2. ENTERPRISE SMS Inspections and Database Management

8.6.3. Report writing

8.6.4. Military master planning

8.6.5. The Contractor team members shall have performed ENTERPRISE SMS Inspections and Database Management work for the DoD in the last five years.

8.7. DATA RIGHTS. The WYMD has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be government owned and are the property of the WYMD with all rights and privileges of ownership/copyright belonging exclusively to the WYMD. These documents and materials may not be used or sold by the Contractor without written permission from the contracting officer. All materials supplied to the WYMD shall be the sole property of the WYMD and may not be used for any other purpose. This right does not abrogate any other government rights.

8.8. GOVERNMENT FURNISHED ITEMS AND SERVICES

8.8.1. The WYMD shall provide the conference workspace to include utilities and restrooms for up to thirty people as a space to conduct on-site stakeholder workshop meetings.

8.8.2. Materials. The WYMD shall provide Guidance, Standard Operating Procedures, and policies required to complete the requirements of this SOW.

8.9. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES. The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this SOW.

8.10 OPERATIONS SECURITY. All Contractor personnel and all associated sub-contractors’ employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by WYMD representative). The Contractor shall also provide all information required for background checks or background investigation and to meet installation/facility access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements as directed by DoD, Headquarters, Department of Army (HQDA) and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force

RFP 0027-N, Page 20 of 26

Protection Condition (FPCON) at any installation or facility change, the WYMD may require changes in Contractor security matters or processes.

8.10.1. For contractors who do not require CAC but require access to a DoD facility or installation.

The Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05 / AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative, as NCIC and TSDB are available), or, at OCONUS (within United States) locations, in accordance with status of forces agreements and other theater regulations.

RFP 0027-N, Page 21 of 26

SECTION 7: PROPOSAL SUBMISSION REQUIREMENTS

1. TECHNICAL PROPOSAL, FORMAT AND CONTENTS:

1.1. Proposals should be submitted in two major sections: the Technical Proposal and the Cost

Proposal. Omission of this section or any item within this section may result in the proposal being eliminated. The proposer should, at a minimum, address the following points:

1.1.1. Table of Contents: The table of contents should include all items listed in this section.

1.1.2. Executive Summary: The executive summary will condense and highlight the contents of the technical proposal in such a way as to provide the State with a broad understanding of the proposer’s qualifications and approach to meeting the requirements of the RFP.

1.1.3. Proposer’s Background and Experience: The proposer should include a company summary including the company history, location, office location(s), company size, financial statements (if applicable), and the statement of technical areas of expertise. The proposer should be able to substantiate to the satisfaction of the Agency that the proposer has sufficient resources to complete the project successfully within the time requirements.

In addition, the following minimum qualifications describing the Consultant’s technical approach, staffing, qualifications and experience shall be specifically addressed in the Proposal:

1.1.3.1. Consulting Firm’s demonstrated experience in completion of at least one (1) ENTERPRISE SMS project in the past five (5) years.

1.1.3.2. Project Manager’s demonstrated experience in completion of at least one (1) ENTERPRISE SMS project in the past five (5) years.

1.1.4. Single Point of Contact: The proposer should identify a single point of contact for all contract management activities. The proposer’s Project Manager’s name and resume should be submitted with the proposal. The successful proposer should not change the Project Manager without written Agency approval.

1.1.5. Proposer’s Project Work Plan: The proposer should submit a work plan that meets the needs of the RFP and indicates a thorough understanding of the scope of work as outlined in Section

6. The proposer should identify realistic person hours of effort and responsibilities for the deliverables and each work activity.

1.1.6. Project Management Plan: The proposal should contain a comprehensive and practical description of the proposer’s plans for project management and control, including staff organization structure, progress reporting, major decision making, sign-off procedures and internal control procedures. The proposer should also indicate flexibility in meeting changes in program requirements and coping with problems.

1.1.7. Project Delays: Proposer should also describe how project delays will be addressed should they occur. This should include assurances that sufficient resources and knowledgeable, experienced staff are available to meet any project schedule.

1.1.8. Contract Exceptions: Proposers should state agreement with all General Provisions and should furnish any exceptions to these provisions.

1.1.9. Staffing and Project Organization: An organization chart should be included with all proposed personnel, including the supervisor level, functional responsibilities, key personnel, and other staff members who will be involved in the project.

RFP 0027-N, Page 22 of 26

1.1.10. Proposer Checklist: The proposer should submit a checklist in which the proposer should evaluate their existing offering compared with the RFP mandatory/optional requirements.

1.1.11. Proposal Submission Instructions:

Tab 1: Cover Letter

1.1.11.1. Provide a signed cover letter identifying your Company’s name, address, phone number, and the principal contact for the firm.

1.1.11.2. Include in the cover letter a statement indicating that you have reviewed the RFP documents and that your Company is able to perform the required work.

1.1.11.3. Include in the cover letter a statement indicating that you have reviewed the contract documents as provided in the RFP 0014-J and it is your Company’s intention to enter into the contract if you are selected as the successful Proposer.

Tab 2: Experience/Qualifications

1.1.12.1. Provide a narrative summary of all related experience including specific projects and services in which the Contractor has worked on or is currently working on relative to the work outlined in the RFP.

Tab 3: Project Schedule

1.1.13.1. Provide a detailed work plan and project schedule outlining all project milestones, interview project team members, further develop project understanding, and identify all the stakeholders and critical players required to be involved at the various stages of the project.

Tab 4: Pricing

1.1.14.1. Provide the Proposal Price Sheet.

2. COST PROPOSAL FORMAT AND CONTENT:

2.1. Cost Proposal Price Sheets: Each applicable proposer should upload the Technical Proposal and the Cost Proposal Sheets as separate documents, and identify them as such, using the Public Purchase online bidding system. The price to be entered on this page is the total fixed price. In case of error in the extension of prices in the proposal, unit prices will govern. Cost breakdowns are not included on this page. The proposer should ensure all signatures and identifying numbers are properly affixed to this page in order for the Cost Proposal to be accepted.

2.1.1. Proposal Price Sheet itemizes the all-inclusive price for all activities related to this RFP, which includes the first year’s maintenance costs.

2.1.1.1. Proposer’s may suggest a payment schedule which mirrors specific deliverables in meeting the requirements of this RFP. Payment schedules based on time and materials only, will not be acceptable, nor will a flat per-hour rate. Payment will be made at the completion and acceptance of the individual deliverables, as defined in the scope of work.

3. ORAL PRESENTATIONS / INTERVIEWS:

3.1. Oral Presentations will not be held in connection with this RFP.

RFP 0027-N, Page 23 of 26

SECTION 8: EVALUATION METHODOLOGY

1. OVERVIEW:

1.1. The Agency will conduct a comprehensive, fair, objective and impartial evaluation of proposals received in response to this Request for Proposal. Proposals will be evaluated independently by the evaluation committee members. The evaluation committee shall be made up of members representing the project subject expertise. The evaluation committee will review and score all proposals independently and consolidate the scores in order to determine the award.

1.2. The proposal must demonstrate an understanding of the project goals as stated in the SOW.

Qualifications must accompany the proposal for it to be considered complete.

Additionally, if all or part of a project or task described in the SOW is subcontracted, the Contractor must state which task or task elements will be handled by the subcontractor.

Qualifications must be submitted as described under Section 6.

The State of Wyoming will be the sole judge with respect to the evaluation of proposals. The contractor which best meets the conditions of each of the individual criterion will be awarded the highest (not necessarily maximum) points for that specific criterion. The proposer with the highest total number of points will be awarded the contract subject to the availability of funding.

Proposals will be evaluated and decisions made based on the following criteria and relative weights:

2. COMPLIANCE WITH MANDATORY REQUIREMENTS:

2.1. To be considered responsive, a submitted proposal should meet the minimum requirements defined in this RFP. The minimum requirements are intended to ensure that evaluation of the Technical Proposal can proceed and that the Contractor agrees to perform all responsibilities within the RFP.

3. TECHNICAL SCORING AND RANKING:

3.1. PROPOSER BACKGROUND AND PREVIOUS SIMILAR WORK: 25 Points. Proposer should present materials describing its organization capability to successfully perform the responsibilities of this contract. Provide a narrative summary of all related experience including specific projects and services in which the Contractor has worked on or is currently working on relative to the work outlined in the RFP.

3.1.1. Details of previous contractual experience should include the length of time covered by the contract, the types of tasks performed and the results thereof, and a reference that includes a name, current title and telephone number. Emphasis should be placed on experience/implementing projects similar to the scope of work described in this RFP.

3.1.2. Provide three (3) project references for current or recently completed (within the last three

(3) years) contracts similar in nature to the services required by the Agency for this contract will be included in this section. Contract references should include the name, position, title, and current phone number of the client.

3.1.3. This section will also address overall organizational size, computer resources, financial stability and current contractual obligations. The proposer should include a current financial statement and proof of federal or professional certifications or other credentials.

3.2. EXPERIENCE/QUALIFICATIONS: 35 Points. Qualifications must be submitted as described under Section 5.

RFP 0027-N, Page 24 of 26

3.3. PROJECT SCHEDULE: 20 points. Provide a detailed work plan and project schedule outlining all project milestones, interview project team members, further develop project understanding, and identify all the stakeholders and critical players required to be involved at the various stages of the project.

4. COST SCORING AND RANKING:

4.1. COST ANALYSIS: 20 Points. The cost shall be presented as key deliverables in the form of individual cost and a project total (sum of the deliverables). The State of Wyoming reserves the right to conduct a cost analysis of the proposer’s budget proposal. The analysis will include a review of all the associated costs based on the technical content of their submission. The total project cost should include all of the items listed in the scope of work. If any of the scope of work services cannot be provided in the proposal or the requirement cannot be met, this is to be clearly explained as to why and what alternative approach will be and its associated cost. If there are no exclusions or exceptions, it will be determined that all of the criteria have been met for the price quotes, inclusive of all personnel, overhead, travel, equipment usage, and other miscellaneous costs for the specified contract period.

5. EVALUATION POINT SUMMARY:

Proposer Background and Previous Similar Work 35 Points

Experience /Qualifications 25 Points

Project Schedule 20 Points

Cost Analysis (Pricing) 20 Points

Total 100 Points

6. FINAL RANKING OF PROPOSALS:

6.1. The State of Wyoming will be the sole authority of evaluating proposals. The firm that best meets the conditions of each of the criterion will be awarded the highest (not necessarily maximum) points for that criterion. The balance of the proposals will be rated based on their evaluated points.

After each criterion is evaluated, the proposer with the highest number of points will be notified.

The State of Wyoming reserves the right to reject any or all proposals,…