RFQ 36C10M26Q50041.pdf

Document Number: 36C10M26Q50041 Page 1 of 54

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

NOTE: OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24 & 30 1. REQUISITION NUMBER PAGE 1 OF

5. SOLICITATION NUMBER

36C10M26Q50041

2. CONTRACT NUMBER 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER 6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME Brett Pickett

b. TELEPHONE NUMBER (No collect calls) 2024360835

8. OFFER DUE DATE / LOCAL

TIME

CODE 36C10M

OFFICE OF THE INSPECTOR GENERAL (0010M)

Department of Veterans Affairs Office of Inspector General 441 G St NW Washington, DC 20548

9. ISSUED BY UNRESTRICTED OR X SET ASIDE: 100.00 % FOR

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

X SERVICE-DISALBED

VETERAN-OWNED

SMALL BUSINESS

(SDVOSB)

WOMEN-OWNED SMALL

BUSINESS (WOSB)

ECONOMICALLY DISADVANTAGED WOMEN-

OWNED SMALL BUSINESS (EDWOSB)

8(A)

NORTH AMERICAN INDUSTRY

CLASSIFICATION STANDARD

(NAICS): 541519

SIZE STANDARD:

10. THE ACQUISITION IS

SEE

SCHEDULE

11. DELIVERY FOR FREE ON BOARD

(FOB) DESTINATION UNLESS BLOCK IS

MARKED

0 Days: 0.00 %

0 Days: 0.00 % 0 Days: 0.00 % 0 Days: 0.00 %

12. DISCOUNT TERMS

13a. THIS CONTRACT IS

RATED ORDER UNDER THE

DEFENSE PRIORITIES AND

ALLOCATIONS SYSTEM –

DPAS (15 CFR 700)

13b. RATING

X REQUEST

FOR

QUOTE

(RFQ)

INVITATION

FOR BID

(IFB)

REQUEST

FOR

PROPOSAL

(RFP)

14. METHOD OF SOLICITATION

CODE15. DELIVER TO CODE16. ADMINISTERED BY

FACILITY

CODE

CODE

TELEPHONE NUMBER

17a. CONTRACTOR/

OFFEROR

CODE18a. PAYMENT WILL BE MADE BY

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER SEE ADDENDUM

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS

CHECKED

19. ITEM NUMBER 20. SCHEDULE OF SUPPLIES/SERVICES

(Use Reverse and/or Attach Additional Sheets as Necessary)

21. QUANTITY 22. UNIT 23. UNIT PRICE 24. AMOUNT

This is a Request for Quotes (RFQ). The Department of Veterans Affairs, Office of Inspector General (VA OIG) has a requirement for OpenBlue brand software in a FedRAMP-Authorized cloud-based solution in accordance with the attached Statement of Work.

The anticipated Period of Performance is a Base Period of 09/21/2026 - 09/20/2027 followed by four Option Periods of twelve months each.

All other applicable information is posted on SAM.gov with the solicitation.

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Government Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE (FEDERAL ACQUISITION REGULATION) FAR 52.212-1, 52.212-4. FAR 52.212-3

AND 52.212-5 ARE ATTACHED. ADDENDA

ARE ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ____ COPIES TO

ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH

OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE

TERMS AND CONDITIONS SPECIFIED.

29. AWARD OF CONTRACT: REFERENCE _____________________________

OFFER DATED _________________ . YOUR OFFER ON SOLICITATION (BLOCK

5) INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF THE CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 11/2021)

Prescribed by GSA - FAR (48 CFR) 53.212

Department of Veterans Affairs Office of Inspector General

Department of Veterans Affairs Office of Inspector General

Document Number: 36C10M26Q50041 Page 2 of 54

19.

ITEM NUMBER

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: _________________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

PARTIAL FINAL

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

COMPLETE PARTIAL FINAL

36. PAYMENT 37. CHECK NUMBER

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print)

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 11/2021) BACK

Computer Aided Facility Management Licensing Maintenance and Ongoing Support Services

OFFICE OF INSPECTOR GENERAL

DEPARTMENT OF VETERANS AFFAIRS

Statement of Work

OVERVIEW

The mission of the Veterans Affairs Office of Inspector General (VA OIG) is to serve veterans and the public by conducting meaningful independent oversight of the Department of Veterans Affairs (VA or Agency).

The VA OIG is headquartered in Washington, DC with office locations nationwide and has approximately 1,000 employees, all dedicated to accomplishing the mission of the Agency. The Office of Management and Administration (OMA) provides comprehensive support service to the OIG. OMA consists of twelve

(12) organizations, one (1) of which is the Space and Facilities Management Division (SFMD). SFMD provides space and lease management; facilities engineering services; facilities management services; and space planning and design services, including interior building renovations. Currently, the VA OIG resides in leased and federally owned space in about 85 discrete office locations throughout the United States totaling approximately 250,000 square feet (Portfolio).

DESCRIPTION/PERFORMANCE WORK STATEMENT

The Offeror shall provide ongoing, remote, off-site support services for continued use of an existing FedRAMP-certified, web-based Computer Aided Facility Management (CAFM) Solution for the management of the VA OIG SFMD Portfolio. The Offeror should provide maintenance, upgrades of all software and licensing for 12-month periods and the ability to expand the system with additional module(s) as the VA OIG requires.

The CAFM Solution combines multiple functions into one system, including the following modules that are currently in use by VA OIG:

Space Management: Track occupancy, evaluate space utilization, and plan for future needs, with reporting analytics tailored to workspace optimization.

Asset Management: Integrate asset inventory management with physical space planning.

Project Management: Central project tracking, end-to-end project management, and built-in reporting.

Statement of Work VA Office of Inspector General

Strategic Planning Module: Supports the creation of future year space forecasts based on headcount projections, percentage growth or total area.

Room Scheduling/Hoteling Module: Supports conference and meeting room reservations through interactive floor plans and integration with Microsoft Outlook (implementation in progress).

Task A. CAFM Solution

The Offeror shall meet the CAFM Solution Requirements as defined in A.1 – A.3 and maintain Modules A.4 – A.9 that are included in the Base Module Suite. The CAFM Solution shall consist of one additional module, as defined in Task A.10, that VA OIG can authorize at any time to expand the Base Module Suite.

The Offeror’s CAFM Solution pricing should be based on annual 12-month periods and shall include pricing for licensing, maintenance of the Base Module Suite, and set-up implementation costs associated with the optional module.

A.1 General Requirements and Minimum Standards Offeror shall deliver and implement a CAFM Solution that meets the following General Application Requirements and Minimum Specifications in support of the VA OIG Real Estate Portfolio:

A.1.1. Includes space management & planning, strategic planning move management, lease management, real estate management, asset management, facility maintenance, room scheduling/hoteling and Workplace Survey capability

A.1.2. Web based solution with user access through a standard web browser A.1.3. Includes chargeback functionality for detailed space accounting to the space, cost center, division, department or building level A.1.4. Supports industry standard area calculations (BOMA, IFMA, FICM, etc.)

A.1.5. Allows for individual spaces to be assigned to one or more organizational entities A.1.6. Includes both standard and user defined data for buildings, real estate, sites and assets A.1.7. Building data that can be tracked by building, floor or room A.1.8. Links data to AutoCAD and Revit drawings A.1.9. Link to AutoCAD and Revit is seamless and bi-directional A.1.10. Includes an easy-to-use, industry standard report writer and ad-hoc report writing capabilities A.1.11. Navigation is primarily graphical, with consistently designed user interface screens and consistent keystroke functionality throughout the application A.1.12. Allows an unlimited number of user-definable data fields A.1.13. As delivered, contains a significant number of facilities management space and asset reports

VA Office of Inspector General

A.1.14. Ad hoc query capability includes the ability to query AutoCAD and Revit drawings for such things as vacant spaces or spaces with certain characteristics or occupancy

A.1.15. Easy-to-use reporting tools that support generation of standard reports and the ability to generate special queries, to sort and filter data in a variety of ways

A.1.16. Strong query capability with a user-friendly interface A.1.17. Provides a "notes" capability throughout the application in order to record activities and actions taken which are not accommodated within the data structure itself A.1.18. Users can construct and save customized queries A.1.19. Ability to use maps, drawings and photos to drill down to critical data A.1.20. Floor plan viewing does not require plugins or Active-X controls etc.

A.1.21. Forms and fields can be configured to use conditional logic to change available fields, tabs etc. based upon values selected in drop-down boxes, check boxes etc.

A.1.22. Users can customize web screens & pages to give them the user’s look & feel, i.e., using the user’s logo, colors and fonts A.1.23. End user administration is 100% web based A.1.24. Software hosting options include a FedRAMP Authorized solution A.1.25. Able to store multiple types of files including but not limited to all Microsoft Office suite type documents along with jpeg, pdf, etc.

A.1.26. Ability to upload scanned documents to the application A.1.27. Ability to attach a default document to spaces, assets, equipment, lease information, tasks, etc.

A.1.28. Ability to save and attach images and photographs.

A.1.29. Ability to create dashboards and charts showing relevant data from the system and permission them to various groups as relevant per role.

A. 2 Security Requirements Offeror shall deliver and implement a CAFM Solution that meets the following Security Requirements in support of the VA OIG Real Estate Portfolio:

A.2.1. Any contractor working with VA data or on the VA network will be subject to a background check.

A.2.2. Security can be defined by both field, user and function A.2.3. Security can restrict user access to data fields and to specified reports or queries A.2.4. Maintains a unique security profile for each user ID and groups of like users A.2.5. Can allow Contractors, as well as employees, to be system users without jeopardizing system security A.2.6. FedRAMP Authorized at either Tailored Low Impact Software as a Service (LI-SaaS) or

Moderate A.2.7. Technologies must have a 508 Compliance Officer Evaluation and meet all criteria needed.

A. 3 Technical Requirements

VA Office of Inspector General

Offeror shall deliver and implement a CAFM Solution that meets the following Technical Requirements in support of the VA OIG Real Estate Portfolio:

A.3.1. Tools to integrate with other systems, such as CMMS, HR or ERP systems A.3.2. Does not rely on proprietary software on the end-user side for either graphical display or navigation, for database functionality or for report development A.3.3. Web interface uses a standard web browser such as Microsoft Edge (Chromium-based) or Chrome. Microsoft Internet Explorer is not guaranteed but still used.

A.3.4. Solution provides its own tools to repair and recover files plus perform preventive maintenance A.3.5. Modules are tightly integrated and share a common data structure.

A.3.6. Exports and imports data to/from spreadsheets, databases and other standard Microsoft products A.3.7. Has disaster recovery capabilities A.3.8. Incorporates interface with AutoCAD and Revit from Autodesk A.3.9. All modules share common tables, use similar startup screens, use standard interface capabilities throughout and are written in a consistent language and development environment throughout

A.3.10. Allows multiple users to access the various modules at the same time without noticeable negative impact on the computer network response time or product functionality.

A.3.11. Provides integrated Intranet/Internet connectivity with similar security and "look and feel" as local access

A.3.12. Has the ability to handle large volumes of data, to archive data and to import/export data in all tables

A.3.13. All modules must be developed on the same platform A.3.14. Allows for the utilization of SQL Server Reporting Services (SSRS) for reporting solutions A.3.15. Has a fully documented data schema A.3.16. Has the ability to extend the features of the existing application (Extensibility) A.3.17. Ability to mass upload data information through an Excel spreadsheet A.3.18. All fields have audit trail functionality to track who changed the field, when it was changed, and to / from what value(s).

A.3.19. Provides standard audit trail functionality that details the history of change to a field.

A.4 Space Management Module (Within the Base Module Suite) Offeror shall provide ongoing maintenance, as described in Task B.2, for the CAFM Solution module that supports VA OIG Space and Occupancy Management related activities:

A.4.1. Tracks space and occupancy for multiple sites and buildings A.4.2. Produces predefined space utilization reports on demand A.4.3. Can track rental and operating costs per SF by space types A.4.4. Can track space and the space occupant to different organizational entities A.4.5. Tracks attributes for rooms such as wall finishes, floor finishes, lighting conditions, etc.

A.4.6. Tracks conference room characteristics such as AV equipment, room set-up and capacity

VA Office of Inspector General

A.4.7. Tracks the assignment of spaces to divisions, departments and employees A.4.8. Ability to classify all spaces by user defined codes for categories of occupancy and assignment A.4.9. Calculates space charge backs to definable occupant groups A.4.10. Supports the ability to assign different rent rates for different types of space (for example:

labs, data centers, offices, warehouse) A.4.11. Incorporates functional stacking and blocking capability A.4.12. Ability to store and analyze space utilization data for each facility A.4.13. Ability to monitor user-defined space standards by employee type or job function A.4.14. System can compare actual space standards to space allocations A.4.15. Both graphical display and text reporting of vacant, underutilized or over utilized spaces A.4.16. Supports user defined space uses and space types A.4.17. Tracks organizational hierarchy by matrix of department and division roll-up A.4.18. Bi-directional link to AutoCAD for area calculations, space labeling and graphic displays of database queries A.4.19. Allows for a distinction between occupancy and ownership of spaces A.4.20. Supports prorating of building common and primary circulation space A.4.21. Ability to generate preliminary restacking plans and to save various versions of a plan for graphical review A.4.22. Tools to allow a user to implement the appropriate measures to ensure there is consistent documentation and good tracking for handling of space requests A.4.23. Tools to allow a user to develop recommendations for the appropriate utilization of space, based on data collected A.4.24. Ability to provide "net usage" square footage value by division or department A.4.25. Ability to attach photographs of the property to the property record A.4.26. Has multiple, flexible, detailed data fields for properties and buildings A.4.27. Has the ability to add additional fields as required.

A.4.28. Provides space use management capabilities A.4.29. Ability for users to turn on and off pre-defined layers within the floorplan viewer and the ability to save views on a user or global basis.

A.4.30. Ability to layer selected data points over drawings, with data access controlled by security profiles (e.g. the general population should not be able to view person assignment to spaces).

A.4.31. Ability to update an employee’s seat assignment by dragging and dropping on a floor plan.

A.4.32. The system shall provide drawing redline / markup capabilities A.4.33. Ability to create new spaces on floor plans within the system interface without a deep understanding of AutoCAD.

A.4.34. Privileged users can create new p-lines and red-line layers within the system interface.

A.4.35. Can run automatic graphical queries across one or several floor plans.

A.4.36. Drawings act as graphic reports, displaying text from the database on the drawing.

A.4.37. Ability to store drawings depicting occupancy from past time periods.

A.4.38. Ability to have employees tied to multiple locations and give users who search for employees the option to pick from available locations.

VA Office of Inspector General

A.5 Asset Management Module (Within the Base Module Suite) Offeror shall provide ongoing maintenance, as described in Task B.2, for the CAFM Solution module that supports VA OIG Asset Management related activities:

A.5.1. Tracks assets to organizational entities and to individual employees A.5.2. Tracks the location of assets or equipment, both in the software database and on an

AutoCAD or Revit drawing A.5.3. Create an asset catalogue that includes digital photographs, maintenance procedures and other text documents A.5.4. Performs asset counts automatically A.5.5. Tracks asset and equipment warranties with alerts for warranties due to expire within a user specified time period A.5.6. Tracks employee ownership of equipment such as laptops, pagers and cell phones, used both off-site and on-site A.5.7. Zoom and print drawings, to show asset or equipment locations within rooms A.5.8. Tracks asset costs and depreciation A.5.9. Track assets throughout the purchase, use and retirement process A.5.10. Capable of integrating with 3rd party handheld barcode readers

A.6 Project Management Module (Within the Base Module Suite) Offeror shall provide ongoing maintenance, as described in Task B.2, for the CAFM Solution module that supports VA OIG Project Management related activities:

A.6.1. Support management of an enterprise-wide portfolio of projects consisting of both capital and facilities projects (e.g., suitable for construction, renovation/repair, and move project management).

A.6.2. Support project teams with team members participating in multiple projects.

A.6.3. Support management dashboards to assist in management across the portfolio of active projects.

A.6.4. Document all quotes and estimates, as well as track actual expenditures to provide a project history.

A.6.5. Setup and management of multiple project types.

A.6.6. Project dashboards and reporting that may be configured by role, geography, business unit, etc.

A.6.7. Captures key project metrics, critical issues, and cost and schedule variances—both across projects and by hierarchy.

A.6.8. Dashboard reports offer full drill down into supporting documentation.

A.7 Reporting (Within in the Base Module Suite) Offeror shall provide ongoing maintenance, as described in Task B.2, to support VA OIG’s Analytics and Reporting Requirements in the CAFM Solution:

A.7.1. Incorporates an industry standard report writer

VA Office of Inspector General

A.7.2. Compatible with multiple printer types A.7.3. Reports can be printed on the screen, to a printer, or to a file A.7.4. Reports can be previewed on screen before being sent to a printer A.7.5. System is delivered with a large number of standard space-related reports A.7.6. System allows users to select paper size and orientation as part of the report design A.7.7. Ad hoc query functionality is user friendly A.7.8. Reports can draw on information from all system modules A.7.9. Users can create and save an unlimited number of custom reports A.7.10. Users can create and save ad hoc queries A.7.11. Reports and queries can be accessed, created and saved via web access A.7.12. System has report export capabilities with .pdf, Excel, web archive and .xml formats A.7.13. Standard reports, custom reports and queries can be shared with all users, including web users A.7.14. Reports can be limited to certain users based on security conditions A.7.15. Related reports can be grouped together within a menu structure for ease of use A.7.16. Report appearance can be customized to include user logo, colors, fonts, etc.

A.7.17. Data can be exported in a variety of formats A.7.18. System provides comparative analysis and reporting capabilities A.7.19. Users may construct and save customized queries, in the form of either screens, forms, and/or reports A.7.20. Ability to include any user-defined fields A.7.21. Users can create and/or modify reports within the system interface.

A.7.22. Drag and drop report building capabilities A.7.23. System should have the ability to schedule reports on a recurring basis.

A.7.24. Schedule auto-generation and distribution of reports.

A.7.25. Drawings act as graphic reports, displaying text from the database on the drawing.

A.8 Strategic Planning Module (Within in the Base Module Suite) Offeror shall provide ongoing maintenance, as described in Task B.2, for the CAFM Solution module that supports VA OIG Strategic Planning related activities:

A.8.1. Supports the creation of future year space forecasts based on headcount projections, percentage growth or total area

A.8.2. Capable of performing “what if” scenarios to facilitate the process of running multiple space forecasts and selecting the right one

A.8.3. Scenarios are saved and do not automatically update current space occupancy data A.8.4. Generate space projections based on baseline workspace demand and forecasts and can adjust the projections based on feedback from business leaders to generate new summaries

A.8.5. Store and analyze space utilization data for each facility and each department A.8.6. Produce re-stacking plans A.8.7. Produce interactive stacking diagrams whereby users can drag and drop departments and graphically view immediate and future impact of strategic plans A.8.8. Produce re-stacking plans for multiple buildings at once

VA Office of Inspector General

A.8.9. Ability to do space modeling by projections (growth), stacking, and blocking

A.9 Room Scheduling/Hoteling Module (Within in the Base Module Suite) Offeror shall provide ongoing maintenance, as described in Task B.2, for the CAFM Solution module that supports VA OIG Room Scheduling/Hotelling related activities:

A.9.1. Reserve workspace by locating and booking available hotel space by selecting from a list of spaces or identifying visually on a floor plan

A.9.2. Save reservations to common calendar programs such as Microsoft Outlook A.9.3. Identify meeting spaces that fits requirements by identifying rooms with specific layouts, equipment or amenities before reserving A.9.4. Configurable approval workflows that can help to ensure that meeting space can only be reserved by approved departments A.9.5. Visually identify rooms on a floor plan that meets required needs and availability A.9.6. Module can be configured to generate work orders for staff A.9.7. Ability to report on or print out daily & weekly schedules A.9.8. Ability to create reoccurring reservations A.9.9. Ability to have reservation requests go through an approval process A.9.10. Ability to grant approval to VIPs whereas other employees requests for the same room come in as pending.

A.9.11. Ability to limit room resources available to certain end users such as building occupants can’t reserve space outside their building A.9.12. Reservation solution should support booking of rooms from mobile devices.

A.9.13. Ability to provide controls around duration & frequency of bookings and time limits on advance bookings A.9.14. Ability to provide reporting capabilities for such items as room usage

A.10 Real Estate & Lease Management Module – Optional Purchase Offeror shall provide implementation services to configure the CAFM Solution module that supports VA OIG Real Estate & Lease Management related activities:

A.10.1. Management of real property assets A.10.2. Manages building leases as well as maintenance and management contracts for leased buildings, including contacts and contact information A.10.3. Automatically generates electronic tickler reminders for upcoming lease expirations A.10.4. Track leases through an approval process A.10.5. Leases can include non-building elements which are leased - e.g. parking spaces A.10.6. Ability to analyze lease costs and run rent stream reports A.10.7. Centrally stores and tracks all contract documentation and information, including associated assets, critical dates and actions, financial transactions, options, conditions, and clauses.

A.10.8. Documents can be associated with lease records.

A.10.9. All payees, due dates, transactions, payments, and payment status values can be pulled in from a finance or accounting system and tracked within the solution.

VA Office of Inspector General

A.10.10. Users can define a lease’s term in years, months, and days.

A.10.11. Supports the creation of user-defined notifications based on multiple variables including lease critical dates. Lease managers can specify how many months in advance they want to be notified when a lease is about to expire. These notifications must be available inside the application and through external email.

A.10.12. Users can relate financial data with aspects such as square feet/meter amounts to support organizational chargebacks.

A.10.13. Supports tracking of clauses within a lease agreement record (e.g., parking, insurance).

A.10.14. Users should have a means of associating employees, vendors, or lease representatives

(e.g., landlords, property managers, agents) with leases, and specify payees to display on schedules and escalations.

A.10.15. Tools must be provided to track critical dates including (but not limited to) planned start & end, actual start & end, and termination, renewal & expansion options.

A.10.16. Categorize leases as operating or capital, and the solution tracks all necessary fields to properly document which lease type should be applied and how financial accounting should be applied.

Task B. Ongoing Program Management Services

Ongoing Program Management Services, as defined in Tasks B.1 – B.3, shall be based on annual support services.

B. 1 Program Management - 1,664 hours per year Offeror will be responsible for providing support to the VA OIG SFMD to ensure adoption, data accuracy, and best practices within the CAFM Program. The Offeror will work closely with SFMD to identify program goals for the CAFM Solution application and provide strategies, metrics and other support to ensure that those goals are met within prescribed response timelines.

The Program Manager will be one (1) person with experience using FM Systems that will serve as the End User primary point of contact on matters related to the CAFM Solution and provide support to SFMD through the duration of the period of performance:

Offeror will be responsible for providing the following communication activities throughout the project at a minimum:

o Weekly Meeting. The Offeror/Program Manager will meet weekly with the primary VA OIG point of contact.

o Monthly Project Status Report. The Offeror/Program Manager will submit a written report to the primary VA OIG point of contact monthly to summarize completed tasks.

o Liaison with CAFM Solution Provider. The Offeror/Program Manager will act as the primary liaison between SFMD and the CAFM Solution Provider, submitting support tickets for tasks requiring action by the CAFM Solution Provider.

VA Office of Inspector General

Offeror will be responsible for providing administration support for the CAFM Solution for SFMD and all its users. The Offeror shall:

o Support new user creation and permissions o Manage permissions to ensure users have proper access o Troubleshoot user issues

Offeror will be responsible for implementing CAFM Solution training for users, if applicable. The Offeror shall provide:

o New User/Role Virtual Training. The Offeror shall provide any newly added user or existing user taking on a new role with training tailored to their role.

o Software Upgrades or Added Module Training. The Offeror shall provide users (as required) with CAFM Solution training related to extensive software upgrades or for newly added modules.

B. 2 Deliverables Offeror will be responsible for providing deliverables in support of the CAFM Solution for SFMD and all its users. The Offeror shall provide:

Portfolio Inventory. Offeror to assist with collecting and/or validating VA OIG Portfolio information included in the CAFM Solution. Offeror to maintain site codes, buildings and floors for active and new locations to ensure VA OIG portfolio is accurate and up to date.

Offeror to remove site codes and floors for closed/decommissioned locations. Offeror to maintain buildings with “decommissioned” site code for closed locations for historical record.

VA OIG Organizational Information. Offeror to assist with updating organizational information, currently imported via SFTP.

VA OIG Employee Information. Offeror to assist with updating employee information, currently imported via SFTP.

VA OIG Seat Assignment Information. Offeror to assist with updating employee seat assignment information due to VA OIG staff relocations, change of employment status, etc., currently imported via SFTP. Offeror to support review of the current seat assignment process and consider transitioning to traditional methods of assigning seats to employees if appropriate.

Space Plan Updates. Offeror to edit space plans for accuracy as needed for input into the CAFM Solution for locations that change in overall layout, furniture placement, or due to the addition or removal of spaces. Offeror may conduct a site visit to collect and validate accuracy of VA OIG Space Plans at locations that change. (Up to one site visit per location, if needed)

VA Office of Inspector General

Space Plans for New Space. Offeror to develop new space plans as needed for input into the CAFM Solution for locations that are newly added. Offeror to prepare CAFM system to accept new office locations, sites, buildings, and floors. Offeror may conduct a site visit to collect and validate accuracy of VA OIG Space Plans at locations that are newly added for input into the CAFM Solution. (Up to one site visit per location, if needed)

Publish Drawings. Offeror to publish or republish space plans for locations that change or are newly added. Offeror to assign room names based on VA OIG provided information and update appropriate space types, capacity, etc., upon publishing or republishing drawings. Offeror to maintain the practice of reporting teleworkers in a “space” on the lowest level floor plan for each building.

Space Photo Documentation. Offeror to upload room photos as they become available.

Offeror may conduct a site visit to photo document space conditions, furnishings, finishes as applicable, and other relevant information at locations that change or are newly added, to have a photo record of the space, possibly to include 360-degree photos, to integrate into the CAFM Solution. (Up to one site visit per location, if needed)

Reporting. Offeror to develop new report(s) to provide key information as requested by SMFD leadership or VA OIG senior staff. Offeror to update and improve existing reports to better meet the needs of SMFD.

Data Validation. Offeror to process and submit weekly validation reports. Offeror to identify data gaps and provide a strategy to close those gaps, such as development of additional validation reports, ensuring data is accurate and current. For instance, it would be helpful to know if there are spaces in the portfolio that are set to an occupancy of 1 or higher that should be set to 0, and vice versa.

Data Jack Inventory. Offeror to support entry of data jack inventory in the Asset Management Module for the main Headquarters building location.

Reservation/Hoteling Module. Offeror to support implementation of the Reservation/Hoteling Module to sites beyond the Headquarters building location.

Badge Swipe Data Collection & Reporting. Offeror to develop, implement, and maintain a process to import daily deduplicated badge swipe data into the CAFM Solution to support biweekly Return to Office compliance reporting that meets Office of Personnel Management reporting template requirements.

Configuration Changes. Offeror to make minor system configuration changes to support evolving VA OIG needs.

Ad Hoc Meeting Attendance. Attend ad hoc meetings as needed, outside of regular weekly CAFM meetings, such as those related to Authorization to Operate (ATO)

Develop Implementation Strategies. Offeror to provide Implementation Support Services, as described in Task C, to support configuration of the Real Estate & Lease Management

VA Office of Inspector General

Module, if VA OIG authorizes the Offeror to expand the Base Module Suite through Optional Purchase.

Task C. Implementation Support Services

Implementation Support Services, as defined in Task C, shall consist of one-time tasks the Offeror shall complete for newly implemented modules only.

C. 1 Project Management Offeror should provide project management services with the principal Project Manager who will be responsible for all aspects of implementation support services for the CAFM Solution and the main liaison with the SFMD team. Within 30 days of award the offeror will submit a Project Management Plan for review and approval that will include a project schedule, outline all project deliverables and their schedule, and define how progress will be communicated and monitored.

Project management activities throughout the project will include the following at a minimum:

○ Weekly Meetings

○ Communications

○ Project Coordination

○ Project Status Reporting

C.2 Training Program The Offeror shall develop a comprehensive Training Program to support the CAFM Solution for any newly implemented modules under section A for SFMD approval.

C.2.1 Develop Virtual Training Program Content and Structure

■ Utilize Information collected and developed from C.2

■ Identify VA OIG preferred methods, platforms and technologies currently used for internal training.

■ Tailor training content to different user categories, work locations, and system phasing to create a comprehensive plan for training all users.

■ Develop training methodology and content.

■ Incorporate adult education best practices.

C.2.2 Develop Virtual Training Materials. Develop training materials designed to assist users with learning the functionality of the environment being installed. Training materials shall include:

■ Training Manuals

■ Interactive Online Demos

■ New User Quick Start Guide

■ User SFMD Standards Guide (targeted to power users)

VA Office of Inspector General

■ User Best Practice Guide

■ SFMD User Guide - specific to SFMD on how to best maximize the CAFM Solution capabilities

C.2.3 Training Implementation Plan. The Offeror shall develop a Training Plan for Training Implementation (C.3). The Training Implementation Plan shall include:

■ Recommended Training Schedule and Frequency

■ Training Standard Operating Procedures

■ Electronic Brochure of Training Courses and Audience Targets

■ Training Attendee Survey

C.3 Change Management Plan The Offeror shall develop a Change Management Plan (CMP) that will utilize organizational change management principles to outline how the Offeror will work with VA OIG to ensure application adoption and success. The CMP shall:

● Identify known challenges that will need to be overcome

● Identify internal resources and/or communication tools currently used

● Identify different stakeholder groups and communication methodology for communicating with each group

● Develop communication messaging, strategies and outreach

● Define how the Offeror will partner with VA OIG to plan, communicate, measure, and reinforce organizational change

IT Security Requirements Security Annex

1) Definitions and Confidentiality/Nondisclosure

a) Key Definitions

i) Breach: “the loss of control, compromise, unauthorized disclosure, unauthorized acquisition, or any similar occurrence where (a) a person other than an authorized user accesses or potentially accesses personally identifiable information or (b) an authorized user accesses or potentially accesses personally identifiable information for an other-than-authorized purpose” [OMB M-17-12 §III-C].

ii) Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

iii) Contracting Officer (CO): A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

iv) Contracting Officer’s Representative (COR): An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

v) Controlled Unclassified Information (CUI): Information the Government creates or possesses, or that an entity creates or possesses for or on behalf of the Government, that a law, regulation, or Government-wide policy requires or permits an agency to handle using safeguarding or dissemination controls. [32 C.F.R. §2002.4(h)]

vi) Defective Service: A service output that does not meet the standard of performance associated with the Performance Work Statement.

vii) Deliverable: Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

viii) Information: “any communication or representation of knowledge such as facts, data, or opinions in any medium or form, including textual, numerical, graphic, cartographic, narrative, electronic, or audiovisual forms.” [Office of Management and Budget (OMB) Circular A-130 §10].

ix) Information resources mean: “information and related resources such as personnel, equipment, funds, and information technology” [44 U.S.C. §3502].

x) Information Security Incidents (ISI): For the purpose of this agreement, this term refers to any event that includes the known, potential, or suspected exposure, loss of control, compromise, unauthorized disclosure, unauthorized acquisition, or unauthorized access of any Contractor or Government Information or Information Systems.

xi) Information system: “a discrete set of information resources organized for the collection, processing, maintenance, use, sharing, dissemination, or disposition of information” [44 U.S.C. §3502].

xii) Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When Key Personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

xiii) Physical Security: Actions that prevent the loss or damage of Government property.

xiv) Personally identifiable information (PII): “Information that can be used to distinguish or trace an individual’s identity, either alone or when combined with other information that is linked or linkable to a specific individual. Because there are many different types of information that can be used to distinguish or trace an individual’s identity, the term PII is necessarily broad. To determine whether information is PII, the agency shall perform an assessment of the specific risk that an individual can be identified using the information with other information that is linked or linkable to the individual. In performing this assessment, it is important to recognize that information that is not PII can become PII whenever additional information becomes available – in any medium and from any source – that would make it possible to identify an individual” [OMB M-17-12 §III-B].

xv) Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

xvi) Quality Assurance Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

xvii) Quality Control: All necessary measures taken by the Contractor to assure that the quality of a product or service shall meet contract requirements.

xviii) Record : “all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them;” [44 U.S.C. § 3301].

xix) Security incident: A security incident is a violation of computer security policies, acceptable use policies, or standard security practices identified in the contract, including but not limited to:

(1) Unauthorized access to, or disclosure of, VA information.

(2) Unauthorized modification or destruction of VA information.

(3) Reduced, interrupted, or terminated information processing capability.

(4) Introduction of malicious programs or virus activity.

(5) Degradation or loss of VA information system and/or confidentiality, integrity, or availability. This includes, but is not limited to, compromised passwords and failure to encrypt information when emailing or storing it.

(6) Loss, theft, damage, or destruction of a VA asset or IT resource, or an individual contractor personnel’s asset or IT resource that contains VA information, for example, loss of a laptop.

[44 U.S.C. §3552(b)(2)]

xx) Sensitive information: “any VA information that would not be released to the public by VA OIG under the Freedom of Information Act.” [OIG GM Directive 335, Revision 2, Appendix A §1a]. It includes but is not limited to CUI or PII.

xxi) Subcontractor: One that enters into a contract with a prime Contractor. The

Government does not have privity of contract with the Subcontractor.

xxii) System of records (SoR): “a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual” [5 U.S.C. § 552a]

xxiii) VA information means information provided by VA OIG or other VA organizations.

xxiv) VA system: any automated data processing component serviced or maintained by VA, either connected or stand-alone.

b) Confidentiality and Nondisclosure

Contractor acknowledges, understands, and accepts the following:

i) Presumption of sensitivity: Contractor shall presume that all VA information and information systems accessed while performing work under this contract are sensitive and must be protected as outlined in this Security Annex.

ii) VA OIG property: Any VA information, software, applications, information systems and hardware accessed by Contractor in the performance of work under the contract remain the sole property of OIG.

iii) Copyrights: To the extent that any software or applications on the VA information systems are protected by copyright, Contractor will not copy or disclose them without first obtaining OIG’s prior written authorization, which will be provided only where authorized under applicable copyright law.

iv) Need to know basis: Contractor will access, or be provided access to, the VA information, software, applications, information systems and hardware only to the extent necessary, and only for performing the work required under the contract.

Contractor will take reasonable steps to ensure that it will allow only those contractor personnel who need to see the VA materials to perform their work requirements have access. This paragraph also applies to any other VA information systems or information to which contractor may have access to or which may be disclosed to contractor.

v) Restricted access: Contractor shall not authorize anyone other than those contractor personnel who require the information to perform work under the contract to access, disclose, modify, or destroy the information, software or applications on the VA information systems provided or accessed under the contract without OIG’s prior written authorization. To the extent permitted by law, contractor will refer all requests or demands for production of or access to VA information and information systems, including court orders, to the OIG COR for response.

vi) Restrictions on copies: Except as authorized under the contract, contractor shall not make any copies of any VA information provided to contractor by OIG, including software or applications that are not copyrighted. Any authorized copies made by contractor shall be identified as OIG information and protected as outlined in this Security Annex.

vii) Recording, sensitivity, and disclosure of VA information: Except to the extent necessary to perform the work under the contract, any information that contractor learns from and about VA and OIG information and information systems shall not be recorded and such information, whether recorded or not, shall be protected as outlined in this Security Annex. Contractor may not use or disclose this information except as contractor is permitted to use or disclose under the User Agreement/Rules of Behavior and the Nondisclosure Agreement executed in accordance with this contract.

viii) OIG Access to Information: Contractor will provide access to all information obtained or generated under the contract to OIG employees as designated by the OIG COR.

ix) Retention and return of information, software and equipment: Upon completion or termination of the contract for any reason, contractor shall as soon as practicable, deliver all non-public (that is, not open to, shared with or otherwise made available to the public) VA information, copies made of VA information, software and equipment, in its possession, to OIG. Contractor shall not retain any copies of any VA sensitive/non-public information, software, or equipment unless authorized by the OIG COR or by the OIG Information Security Division (ISD-53I).

x) Restricted disclosure: Disclosure of VA information to persons other than in the performance of the contract is authorized in only two situations: (a) pursuant to an order of a court of competent jurisdiction; or (b) with OIG’s prior written authorization. Prior to any disclosure pursuant to a court order, contractor shall promptly notify OIG and provide OIG with a copy by fax or email, whichever is faster, and notify by telephone the OIG COR in advance that it will be receiving such notices. The notice under this provision will include the following information to the extent that contractor knows it, if it does not show on the face of the court order: the records to be disclosed pursuant to the order, to whom, where and when, for what purpose, and any other information that contractor reasonably believes is relevant to the disclosure. To clarify this requirement, contractor shall not disclose any VA information without prior consent from OIG.

xi) Notifications of unauthorized actions: Contractor shall promptly, within one hour of confirmation of an unauthorized action by contractor or contractor personnel, notify the OIG COR and OIG ISD (53I) of any access, disclosure, disposition, or destruction of VA information and information systems not authorized under the contract. To the extent known, contractor will notify the OIG COR and OIG ISD (53I) of the information improperly disclosed, to whom, how, when, the reason for the access, disclosure, disposition or destruction, and any other relevant information or information requested by the OIG.

xii) Law enforcement and legal proceedings: Contractor will cooperate with OIG and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any unauthorized access, disclosure, disposition or destruction of VA information or property. Contractor will also cooperate with VA in any civil litigation to recover VA information or property, to obtain monetary or other compensation for a third party, or to obtain injunctive relief against any third party who accessed, modified, disclosed or destroyed VA information and information systems except as explicitly authorized under the contract.

2) Personnel Security

a) Mandatory VA OIG User Agreement/Rules of Behavior and Nondisclosure Agreement

i) General rule: Every individual contractor personnel [a] who will access VA or OIG offices under the contract, [b] who configure, deploy, maintain, or sanitize equipment under…