Sources Sought - Integrated Facilities and Project Management System (IFPMS).pdf

HQC00725QE001

THERE IS NO SOLICITATION AVAILABLE AT THIS TIME. This Sources Sought is in support of Market Research being conducted by the Defense Commissary Agency (DECA) to identify any potential business manufacturers who are capable, qualified, and interested in satisfying requirements of the Defense Commissary Agency (DECA). This is not a formal solicitation nor is this a Request for Quote/Proposal, nor an indication that a contractual commitment will exist for this requirement. The Government makes no assurance that any subsequent solicitation shall be issued and no award will be made directly in response of information received in response to this Sources Sought. Information sought is for the purposes of satisfying minimum market research requirements IAW FAR Pt 10 Market Research, in order to develop an acquisition strategy and gauge the level of interest of business manufacturers. The government does not intend to award a contract directly on the basis of this market research.

There is no solicitation available at this time. The purpose of this sources sought is to gain knowledge of, level of interest, capabilities and qualifications of business manufacturer’s that are interested in the possibility of competing in a subsequent competitive solicitation, should one follow this Sources Sought.

The Government will use this information to determine the best acquisition strategy for this procurement.

The Government is interested in all business manufactures to include but not limited to: Large, Small, 8(a), Service-Disabled Veteran-Owned, Veteran-Owned, HUBZone, and Women-Owned Small Business Manufacturers, etc. The Government requests that interested parties respond to this notice if capable and if qualifying as a business manufacturer under NAICS Code 541513 Size Standard $37.0 Million. If solicitation is released, it will be synopsized and posted on SAM.GOV, GSA, or NASA SEWP website. It is the responsibility of the potential offerors to monitor those sites for additional information pertaining to this requirement.

DESCRIPTION: The Defense Commissary Agency is seeking potential business manufacturers capable of supplying Integrated Facilities and Project Management System (IFPMS) (to include, but not limited to, Capital Project Management System (CPMS), Enterprise Maintenance Management System (EMMS), Facilities Service Request System (FSRS), Engineering Resource Management System (ERMS), Energy and Lifecycle Management System (ELMS), etc.) See attachment A for detailed breakdown of each category mentioned above.

The North American Industry Classification System (NAICS) for this effort is 541513 – Computer Facilities Management Services.

INFORMATION AND INSTRUCTIONS: Respondents must include the following information within their statement of capability packages. Capability packages shall not exceed 2 single-sided pages in length;

a. Company Information: Your Company’s name, address, point of contact with email address and telephone number, Federal Cage Code, Unique Entity ID (UEI), and business size, disclosure.

Your company must be registered in System for Award Management (SAM). To register, go to https://www.sam.gov.

b. If claiming a socio-economic status, please confirm that your company is registered in the Small Business Administration’s Dynamic Small Business Search.

c. Identification of any applicable Government Wide Acquisition Contract (GSA, SEWP, NITAAC, Army CHESS etc.). Contract Number and expiration/option renewal date.

https://www.sam.gov/

ATTACHMENT A

1. Capital Project Management System (CPMS)

a. Project & Program Management

• Track construction projects from initiation through closeout

• Monitor scope, schedule, cost, and status updates in real time

• Manage and display construction milestones, critical paths, and dependencies

• Support phased and multi-year construction planning

b. Financial Integration

• Interface with federal accounting/financial systems (e.g., GFEBS, STANFINS)

• Track funding allocations, obligations, and expenditures

• Provide budget forecasting and cost analysis dashboards

• Generate financial reports for audit readiness

c. Contract Management

• Store and track construction contract data

• Link work orders, change orders, and contractor documentation

• Provide visibility into contractor performance metrics

d. User Roles & Access Controls

• Support role-based access (Project Manager, Engineer, Contracting Officer, etc.)

• Integrate with CAC/PIV and support DoD Identity Federation (e.g., milConnect, DISA IdAM)

• Ensure access logging and user accountability

e. Data & Document Management

• Upload and manage engineering drawings, floor plans, SOWs, and permits

• Maintain a searchable document repository with version control

• Capture audit trails of changes to project data

f. System Integration & Interoperability

• Integrate with related systems (e.g., eMASS, Maximo, BUILDER SMS, ERP systems)

• Support open APIs or web services for data exchange

• Enable data export in standard formats (CSV, XML, JSON)

g. Reporting & Dashboards

• Provide customizable dashboards by user role

• Export project summaries, KPIs, performance reports

• Enable automated email alerts for key milestone changes or delays

h. Compliance & Security

• Support FedRAMP Moderate (or higher) compliance for cloud deployment

• Meet DoD RMF/ATO requirements (e.g., NIST SP 800-53 Rev. 5 controls)

• Integrate with vulnerability scanning and patch management tools

• Data encryption at rest and in transit (FIPS 140-2 compliant)

i. System Availability & Performance

• 99.9% system availability (SLA-backed)

• Responsive user interface with mobile-friendly access

• Disaster Recovery and Continuity of Operations (COOP) plan support

k. Training & Support

• Provide user training materials and help desk support (Tier 1-3)

• Offer onboarding and system administrator guides

• Optional site survey or transition planning assistance

2. Enterprise Maintenance Management System (EMMS)

a. Work Order and Task Management

• Create, assign, track, and close maintenance and repair work orders

• Support categorization by urgency, asset type, funding source, and service priority

• Include capability to handle preventive, corrective, emergency, and deferred maintenance

b. Asset and Facility Lifecycle Management

• Maintain a comprehensive inventory of all facility assets

• Track asset conditions, service history, maintenance schedules, and lifecycle status

• Integrate with DoD facility codes and categorization (e.g., Real Property Unique Identifier –

RPUID)

c. Sustainment, Restoration & Modernization (SRM) Alignment

• Align with DoD and federal SRM definitions and budget tracking

• Categorize maintenance types (sustainment, restoration, modernization)

• Provide planning tools to support long-term infrastructure management

d. Budgeting and Financial Management

• Track work order costs, funding authorizations, and actual expenditures

• Associate each task with appropriate funding lines (e.g., O&M, MILCON, NAF)

• Export budget reports for annual planning, audits, and leadership review

e. Dashboards and Reporting

• Provide user-configurable dashboards for KPIs and project status

• Generate detailed reports (e.g., open work orders, aging backlog, budget burn rates)

• Support automated scheduled reporting and alerts for deadlines or cost overruns

f. User Management and Security

• Role-based access control with integration to CAC/PIV or DoD IdAM

• Assign privileges to Engineers, Planners, Contract Officers, and Admins

• Track user activity with detailed audit logs for accountability

g. Integration and Interoperability

• API support for integration with BUILDER SMS, Maximo, TRIRIGA, IWMS, and financial systems (e.g., GFEBS)

• Data exchange capabilities in CSV, JSON, or XML

• Optional GIS integration for spatial mapping of facilities and infrastructure

h. Mobile and Offline Access

• Mobile interface for field technicians to update work orders and capture photos

• Support for offline data capture with later synchronization

i. Compliance and Security

• Compliance with DoD Risk Management Framework (RMF) and ATO requirements

• FedRAMP Moderate or higher (if cloud-based)

• FIPS 140-2 encryption for data in transit and at rest

j. System Performance and Availability

• 99.9% uptime SLA with responsive UI for both desktop and mobile

• Ability to support large user base across CONUS and OCONUS installations

• Backup, disaster recovery, and COOP capabilities

k. Training and Support

• Provide training programs and documentation (user guides, admin manuals)

• Tiered support model (Tier 1–3) with ticketing system

• Onboarding and system configuration support

3. Facilities Service Request System (FSRS)

a. Service Request Intake and Ticketing

• Ability to submit service orders via web, mobile, phone, or email

• Categorization by priority, service type (e.g., HVAC, plumbing, IT), and location

• Auto-acknowledgment and ticket number assignment upon submission

b. Work Order Generation and Tracking

• Convert service requests into actionable work orders

• Assign work orders to in-house teams or external contractors

• Track status from submission through completion (Open, In Progress, On Hold, Complete)

c. Dispatch and Scheduling

• Calendar-based dispatch tool for scheduling technician visits

• Real-time status updates and route optimization for field service personnel

• Notify requestors of scheduled service windows and changes

d. User and Role Management

• Role-based access for Requesters, Approvers, Technicians, Managers, and Admins

• Integration with DoD or agency identity management (CAC/PIV or SSO)

• Configurable permissions to restrict access based on job function

e. Asset and Location Integration

• Tie service orders to physical assets, rooms, or buildings

• Access historical data for each asset or location

• Optional GIS support for map-based work order management

f. Mobile Functionality

• Field technicians can access, update, and close orders from a mobile device

• Capture signatures, upload photos, and log parts/materials used

• Offline functionality for areas with poor connectivity

g. Reporting and Analytics

• Real-time dashboards for open orders, response times, technician workload, etc.

• SLA performance tracking (e.g., time to respond, time to resolve)

• Exportable reports for audits, compliance, and leadership briefings

h. Integration and Interoperability

• Integration with financial systems (e.g., GFEBS, DMLSS, iEHR)

• Interface with facility management platforms (e.g., IWMS, Maximo, TRIRIGA)

• API or flat file (CSV/XML) exchange for data syncing across systems

i. Inventory and Parts Tracking

• Link service orders to parts/materials inventory

• Automatically reduce inventory on work order completion

• Alert for low-stock or reorder points

j. Customer Communication and Feedback

• Automated email or SMS updates at key workflow stages

• User satisfaction surveys upon ticket resolution

• Ability to reopen tickets within a specified time window

k. Compliance and Audit

• Maintain detailed audit trail of service order activity

• Export logs for IG/QA/QC reviews

• Configurable retention periods aligned with legal and agency policies

l. Security and Hosting

• FedRAMP Moderate/High or DoD IL4/IL5 hosting if SaaS

• Encryption of data in transit and at rest (FIPS 140-2 compliant)

• RMF compliance with potential ATO path

m. Performance and Scalability

• Scalable to support thousands of concurrent users across multiple locations

• 99.9% uptime service level agreement (SLA)

• High availability and disaster recovery support

n. Training and Support

• Provide initial and recurring user/admin training

• Knowledge base, FAQs, and help desk/ticketing support

• Configuration assistance for agency-specific workflows

4. Engineering Resource Management System (ERMS)

a. General Capabilities

• The system must support both funds request and engineering budget management within a unified interface.

• The system must be scalable to support enterprise-wide use across multiple departments or projects.

• The system should be configurable to support varied workflow approval hierarchies.

b. Funds Request Management

• Ability to submit, edit, and track funds requests with justification and documentation attachments.

• Support for configurable request forms based on fund type, project type, or department.

• Automated routing of requests through multi-tiered approval chains.

• Support for routing based on thresholds, cost centers, or project codes.

• Real-time status visibility for requesters and approvers.

• Audit trail for all actions taken on a fund request.

c. Engineering Budget Management

• Creation and management of engineering project budgets with defined phases and cost categories.

• Ability to allocate budgets to specific work packages, contracts, or project components.

• Real-time comparison of budgeted vs. actual expenditures.

• Support for change requests and budget amendments with version tracking.

• Roll-up reporting by project, division, or fiscal year.

d. Workflow Automation

• Configurable workflow engine to automate fund and budget approvals.

• Support for condition-based logic (e.g., auto-approve under $5,000).

• Integration of approval workflows with email and/or mobile app notifications.

• Escalation rules for delayed or unapproved requests.

e. Integration Requirements

• Seamless integration with ERP/financial systems (e.g., SAP, Oracle, Workday).

• Ability to connect with project management tools (e.g., Primavera, MS Project).

• RESTful APIs or other data integration mechanisms (XML, JSON, CSV).

• Integration with identity and access management systems (e.g., Active Directory, SSO).

f. Reporting & Analytics

• Real-time dashboards for financial status, outstanding requests, and budget health.

• Prebuilt and customizable reports (e.g., burn rates, monthly fund usage).

• Export capabilities (Excel, PDF, CSV).

• Scheduled or event-triggered report generation.

g. User Roles and Access Control

• Role-based access control with configurable permissions.

• Support for segregation of duties (e.g., requestor ≠ approver).

• Administrative tools for managing users, roles, and security groups.

h. Technical Expectations

• Web-based interface (compatible with Chrome, Edge, Firefox).

• Mobile-friendly or native mobile application support.

• Cloud-hosted, on-premise, or hybrid deployment options.

• High availability and disaster recovery capability.

i. Security and Compliance

• Support for FedRAMP Moderate or equivalent security compliance.

• Encryption of data at rest and in transit (FIPS 140-2 recommended).

• Role-based access logs and comprehensive audit trail.

• Regular vulnerability assessments and patch management.

j. Implementation & Support

• Clear implementation methodology with estimated timelines.

• Data migration support from legacy systems.

• Onboarding and user training (live and/or self-paced).

• Ongoing support: Helpdesk, ticketing system, knowledge base.

• Service Level Agreements (SLAs) for support response and resolution times.

k. Additional Expectations (Optional but Valuable)

• Budget forecasting tools based on historical trends or project metadata.

• Notifications/reminders for budget cycle deadlines or expiring funds.

• Multi-currency and multi-year budgeting support (if applicable).

• Ability to restrict or earmark funds for specific categories or purposes.

• Compliance tracking with internal policy or external regulations.

5. Energy and Lifecycle Management System (ELMS)

a. Facility Energy Audits and Condition Assessments

The system must be capable of performing or supporting energy, water, environmental, and maintenance assessments. It must collect and process facility-level data to identify and evaluate Energy Conservation Measures (ECMs).

• ECMs must be assessed using life cycle cost benefit analysis tools.

• Systems should support high-volume assessment workflows and report generation.

• Outputs should quantify MBTU savings, annual cost reductions, and simple payback periods.

b. Waste Management and Diversion Tracking

The system should support an Effective Waste Management Program (EWMP) by tracking landfill diversion rates, recycling streams, and cost savings.

• It must analyze recycling (e.g., cardboard, plastic film) and support planning for organic waste diversion.

• Demonstrated ability to support >90% diversion targets and generate ROI metrics is highly desirable.

• Historical data integration and real-time analytics for waste stream optimization are preferred features.

c. Energy Monitoring and Resiliency Integration

The system must integrate with existing facility control infrastructure to enable automation, continuous monitoring, and recommissioning of energy systems.

• It must support minimal downtime for mission-critical systems and provide predictive maintenance insights.

• Real-time energy performance dashboards and resiliency analytics are required.

d. Environmental Management System (EMS) Capabilities

The system should assist in maintaining and enhancing DeCA’s ISO 14001 Environmental Management System (EMS).

• It must support environmental policy tracking, metric development, and action plan monitoring across aspects such as water conservation.

• Systems must demonstrate support for measurable performance tracking (e.g., gallons saved, cost avoidance).

• Workflow tools for audits, document control, corrective actions, and reporting are desired.

e. Technical Expectations

• Web-based interface (compatible with Chrome, Edge, Firefox).

• Mobile-friendly or native mobile application support.

• Cloud-hosted, on-premise, or hybrid deployment options.

• High availability and disaster recovery capability.

f. Security and Compliance

• Support for FedRAMP Moderate or equivalent security compliance.

• Encryption of data at rest and in transit (FIPS 140-2 recommended).

• Role-based access logs and comprehensive audit trail.

• Regular vulnerability assessments and patch management.

g. Implementation & Support

• Clear implementation methodology with estimated timelines.

• Data migration support from legacy systems.

• Onboarding and user training (live and/or self-paced).

• Ongoing support: Helpdesk, ticketing system, knowledge base.

• Service Level Agreements (SLAs) for support response and resolution times.