SAMDaily.us | SRCSGT | 70 | IWMS (Space Management Software)

SAMDAILY.US - ISSUE OF JUNE 14, 2021 SAM #7135
SOURCES SOUGHT

70 -- IWMS (Space Management Software)

Notice Date: 6/12/2021 7:02:51 AM
Notice Type: Sources Sought
NAICS: 511210 — Software Publishers
Contracting Office: 257-NETWORK CONTRACT OFFICE 17 (36C257) ARLINGTON TX 76006 USA
ZIP Code: 76006
Solicitation Number: 36C25721R0104
Response Due: 6/25/2021 6:00:00 AM
Archive Date: 08/09/2021
Point of Contact: Jim Houston, Contract Specialist, Phone: 972-708-0816, Fax: NA
E-Mail Address: James.Houston@va.gov
(James.Houston@va.gov)
Small Business Set-Aside: SDVOSBC Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)
Awardee: null
Description: THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. The responses received from interested contractors will assist the Government in determining the appropriate acquisition method. The Department of Veterans Affairs (VA), National Acquisition Center (NAC), HTME Contracts is requesting procurement information for a commercial laundry project. The National Contract Service is in search of SDVOSB and VOSB organizations that are capable of servicing the Department of Veterans Affairs Grand Junction, CO Medical Center need to procure the following commercial laundry equipment item(s): You must specify the line items you are interested in providing. ITEM # 1 Space Management Software Integrated Workplace Management System DESCRIPTION/PERFORMANCE WORK STATEMENT The Offeror shall provide a web-based Integrated Workplace Management System (IWMS) Solution and associated support services to support the Client s Portfolio. Offeror s IWMS Solution shall provide maintenance, upgrades of all software and licensing for 12-month periods and implementation and upgrades of future models with the ability to expand the system with additional modules as the Client requires. Task A. IWMS Solution The Offeror shall combine Modules A.4 A.8 into a Base Module Suite that meets the IWMS Solution Requirements as defined in A.1 A.3. Offeror s IWMS Solution pricing should be based on annual 12-month periods and shall include pricing for the licensing and set-up implementation costs associated with the Base Module Suite and each additional individual module. The IWMS Solution shall consist of additional optional modules, as defined in Tasks A.9 A.15, that Client can authorize at any time to expand the Base Module Suite. IWMS Solution Add-Ons, as defined in Tasks A.16 A.17, shall be based on hourly rates for various services that Client may define and authorize on an as needed basis. IWMS Solution Add-Ons for Hardware, as defined in Task A.18, shall be based on unit costs that Client may define and authorize on an as needed basis. A.1 General Requirements and Minimum Standards Offeror shall deliver and implement a IWMS Solution that meets the following General Application Requirements and Minimum Specifications in support of the Client Real Estate Portfolio: Includes space management & planning, strategic planning move management, lease management, real estate management, asset management, facility maintenance, room scheduling/hoteling and Workplace Survey capability Web based solution with user access through a standard web browser Includes chargeback functionality for detailed space accounting to the space, cost center, division, department or building level Supports industry standard area calculations (BOMA, IFMA, FICM, etc.) Allows for individual spaces to be assigned to one or more organizational entities Includes both standard and user defined data for buildings, real estate, sites and assets Building data that can be tracked by building, floor or room Links data to AutoCAD and Revit drawings Link to AutoCAD and Revit is seamless and bi-directional Utilizes is an industry standard database such as SQL Includes an easy-to-use, industry standard report writer and ad-hoc report writing capabilities Navigation is primarily graphical, with consistently designed user interface screens and consistent keystroke functionality throughout the application Allows an unlimited number of user-definable data fields As delivered contains a significant number of facilities management space and asset reports 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 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 Strong query capability with a user-friendly interface Provides a ""notes"" capability throughout the application in order to record activities and actions taken which are not accommodated within the data structure itself Users can construct and save customized queries Ability to use maps, drawings, and photos to drill down to critical data Floor plan viewing does not require plugins or Active-X controls etc. 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. User can customize web screens & pages to give them the user s look & feel, i.e., using the user s logo, colors, and fonts End user administration is 100% web based Software hosting options include a FedRAMP solution, hosted in a highly secure data center or SaaS Able to store multiple types of files including but not limited to all Microsoft Office suite type documents along with jpeg, pdf, etc. Ability to upload scanned documents to the application Ability to attach a default document to spaces, assets, equipment, lease information, tasks, etc. Ability to save and attach images and photographs. 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 IWMS Solution that meets the following Security Requirements in support of the Client Real Estate Portfolio: Security can be defined by both field, user, and function Security can restrict user access to data fields and to specified reports or queries Maintains a unique security profile for each user I.D. and groups of like users Can allow Contractors, as well as employees, to be system users without jeopardizing system security FedRAMP Moderate Certified Hosting Minimum Requirements: IWMS Solution Servers must be AWS FedRAMP Moderate Certified IWMS Solution Software must be FedRAMP Moderate Certified A. 3 Technical Requirements Offeror shall deliver and implement a IWMS Solution that meets the following Technical Requirements in support of the Client Real Estate Portfolio: Tools to integrate with other systems, such as CMMS, HR, or ERP systems Does not rely on proprietary software for either graphical display or navigation, for database functionality or for report development Must be built on the MS .Net framework Web interface uses a standard web browser such as Microsoft Explorer Database tools to repair and recover files and perform preventive maintenance Modules are tightly integrated and share a common data structure and data tables Open, ODBC-compliant database design with an object-oriented, relational, and bi-directional database management system Exports and imports data to/from spreadsheets, databases, and other standard Microsoft products Has disaster recovery capabilities Incorporates interface with AutoCAD and Revit from Autodesk rather than with a proprietary drawing system 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 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. Provides integrated Intranet/Internet connectivity with similar security and ""look and feel"" as local access Has the ability to handle large volumes of data, to archive data and to import/export data in all tables All modules must be developed on the same platform Runs on MS SQL Server 2008 or greater Allows for the utilization of SSRS for reporting solutions Has a fully documented data schema Has the ability to extend the features of the existing application (Extensibility) Ability to mass upload data information through an Excel spreadsheet All fields have audit trail functionality to track who changed the field, when it was changed, and to / from what value(s). Provides standard audit trail functionality that details the history of change to a field. A.4 Strategic Planning Module (Within the Base Module Suite) Offeror shall provide a IWMS Solution with a module that supports Client Strategic Planning related activities: Supports the creation of future year space forecasts based on headcount projections, percentage growth or total area Capable of performing what if scenarios to facilitate the process of running multiple space forecasts and selecting the right one Scenarios are saved and do not automatically update current space occupancy data 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 Store and analyze space utilization data for each facility and each department Produce re-stacking plans Produce interactive stacking diagrams whereby user can drag and drop departments and graphically view immediate and future impact of strategic plans Produce re-stacking plans for multiple buildings at once Ability to do space modeling by projections (growth), stacking, and blocking A.5 Space & Occupancy Management Module (Within the Base Module Suite) Offeror shall provide a IWMS Solution with a module that supports Client Space and Occupancy Management related activities: Tracks space and occupancy for multiple sites and buildings Produces predefined space utilization reports on demand Can track rental and operating costs per SF by space types Can track space and the space occupant to different organizational entities Tracks attributes for rooms such as wall finishes, floor finishes, lighting conditions, etc. Tracks conference room characteristics such as AV equipment, room set-up and capacity Tracks the assignment of spaces to divisions, departments, and employees Ability to classify all spaces by user defined codes for categories of occupancy and assignment Calculates space charge backs to definable occupant groups Supports the ability to assign different rent rates for different types of space (for example: labs, data centers, offices, warehouse) Incorporates functional stacking and blocking capability Ability to store and analyze space utilization data for each facility Ability to monitor user-defined space standards by employee type or job function System can compare actual space standards to space allocations Both graphical display and text reporting of vacant, underutilized, or over utilized spaces Supports user defined space uses and space types Tracks organizational hierarchy by matrix of department and division roll-up Bi-directional link to AutoCAD for area calculations, space labeling and graphic displays of database queries Allows for a distinction between occupancy and ownership of spaces Supports prorating of building common and primary circulation space Ability to generate preliminary restacking plans and to save various versions of a plan for graphical review Tools to allow a user to implement the appropriate measures to ensure there is consistent documentation and good tracking for handling of space requests Tools to allow a user to develop recommendations for the appropriate utilization of space, based on data collected Ability to provide ""net usage"" square footage value by division or department Ability to attach photographs of the property to the property record Has multiple, flexible, detailed data fields for properties and buildings Has the ability to add additional fields as required. Provides space use management capabilities 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. 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). Ability to update an employee s seat assignment by dragging and dropping on a floor plan. The system shall provide drawing redline / markup capabilities Ability to create new spaces on floor plans within the system interface without a deep understanding of AutoCAD. Privileged users can create new p-lines and red-line layers within the system interface. Can run automatic graphical queries across one or several floor plans. Drawings act as graphic reports, displaying text from the database on the drawing. Ability to store drawings depicting occupancy from past time periods. Ability to have employees tied to multiple locations and give users who search for employees the option to pick from available locations. A.6 Mobile Interface (Within the Base Module Suite) Offeror shall provide a IWMS Solution with a IWMS Solution Mobile Interface: Mobile device support using mobile-optimized website or app. Mobile device support for Android, iOS, Windows, etc. Users can take and upload photos to various records within the system from a mobile device. Mobile platform that offers responsive design A.7 Reporting Module (Within in the Base Module Suite) Offeror shall provide a IWMS Solution with a module that supports Client s Analytics and Reporting Requirements: Incorporates an industry standard report writer Compatible with multiple printer types Reports can be printed to the screen, to a printer or to a file Reports can be previewed on screen before being sent to a printer System is delivered with a large number of standard space-related reports System allows user to select paper size and orientation as part of the report design Ad hoc query functionality is user friendly Reports can draw on information from all system modules Users can create and save an unlimited number of custom reports Users can create and save ad hoc queries Reports and queries can be accessed, created, and saved via the web access System has report export capabilities with .pdf, Excel, web archive and .xml formats Standard reports, custom reports and queries can be shared with all users, including web users Reports can be limited to certain users based on security conditions Related reports can be grouped together within a menu structure for ease of use Report appearance can be customized to include user logo, colors, fonts, etc. Data can be exported in a variety of formats System provides comparative analysis and reporting capabilities Users may construct and save customized queries, in the form of either screens, forms, and/or reports Ability to include any user-defined fields Users can create and/or modify reports within the system interface. Drag and drop report building capabilities System should have the ability to schedule reports on a recurring basis. Schedule auto-generation and distribution of reports. Drawings act as graphic reports, displaying text from the database on the drawing. A.8 Move Management Module Offeror shall provide a IWMS Solution with a module that supports Client Move Management related activities: Move Requests can be saved to the database without updating the current employee record Handle large, planned moves, as well as simple one at a time moves Construct and compare multiple move schemes, to find and reserve space for pending moves, and to estimate move costs Set up multiple pending move design schemes and to electronically compare them based on varying user-defined criteria Generate and track move work orders Track multiple moves on a single move project Create and modify move commitment dates and schedule required resources Move work orders can be sent to various departments with their specific responsibilities itemized on the work order Creation of a web-enabled move work orders that provide all required information for move planning Move work orders have built-in intelligence about the user based on user ID and supports customer-entered data through pull-down lists or other point and click formats where possible Move work orders incorporate automatic routing to the appropriate Move Coordinator based on the location of the requestor Move work orders can incorporate a requirement for Supervisor approval prior to the Request being routed to Planning Supports entry of contents of workspaces that are to be moved with the employee Store and report on move history, move costs and move trends over user-defined time periods Generate move schedules and tasks Tracks all associated move costs Tracks the standard costs of various types of moves Shows move details on AutoCAD floor plans Notifies all involved support departments about pending move plans Move work order process can include punch list items to be completed before close-out Creates customer survey to automatically solicit employee rating of move experience Crosshatch floor plans by future department locations Display future occupants names on floor plans Drag and drop move support for creating individual moves, project moves or adding occupants to existing move projects A.9 Asset Management Module (Optional Add-On Module) Offeror shall provide a IWMS Solution with a module that supports Client Asset Management related activities: Tracks assets to organizational entities and to individual employees Tracks the location of assets or equipment, both in the software database and on an AutoCAD or Revit drawing Create an asset catalogue that includes digital photographs, maintenance procedures and other text documents Performs asset counts automatically Tracks asset and equipment warranties with alerts for warranties due to expire within a user specified time period Tracks employee ownership of equipment such as laptops, pagers, and cell phones, used both off-site and on-site Zoom and print drawings, to show asset or equipment locations within rooms Tracks asset costs and depreciation Track assets throughout the purchase, use and retirement process Capable of integrating with 3rd party handheld barcode readers A.10 Facility Work Order Module (Optional Add-On Module) Offeror shall provide a IWMS Solution with a module that supports Client Facility Work Order related activities: Enables all employees to make requests for on- demand repair and maintenance issues through a simple web-based request system. Allow end users the ability to choose location or asset that requires service visually on a floor plan. Ability to show location of issue graphically on floor plan. User information such as employee name, email, phone number and seat assignment can be automatically populated on the request form. Provides simple filters and querying for Facility Managers to view all open orders, orders in operation, and completed orders. Maintenance managers can view system data through a high-level dashboard where they can see SLA level performance, workloads, budgets, trends, etc. Work orders can be filtered by (and not limited to): Work order number, assigned technician, location, overdue orders, budgetary items, requestor, etc. Ability for technicians or end users to save custom searches Has a role-based single sign-on login system that allows users to view only their work orders. Provide email notification to initial requester and all other affected personnel when jobs are completed (integrate with Microsoft Exchange for system generated email notification). Work tickets can be distributed via web interface, email, printed ticket, or to a smartphone mobile app. Supports technicians and/or external vendors to access the system from tablets or mobile devices to receive and process work orders. Ability to set email reminders for open / on-hold work orders Ability to send notifications at user-definable points in the process to the tradesperson, contractor, requestor, or other individuals via email or text message. System will alert on work orders that are nearing or beyond their due date, as well as other variables based on user-defined business rules. Alerts can be sent via email or text message. Provides standard audit trail functionality that details the history of change to work requests. Provides automated time stamps that are generated based on status changes (e.g., requested, approved, in operation, on hold, technically complete). Single work orders can be assigned to multiple people and trades in a sequential manner (i.e. White board removal. Carpenter removes board then painter touches up wall) Comments and work order history are available when orders are routed from one individual to another. Send alert to other trades on work order when one trade has completed their task Tradespersons can apply estimated and actual labor hours Ability to modify labor time for date and quantity Includes a library of standard work order types. Users can add an unlimited number of user- defined work order types without any custom programming. Different work order types are clearly identifiable and should have their own workflows and fields that are specific to that work order type. Ability to add notes hidden from end user views. Supports the attachment of standard work instruction documents available for specific types of work. Must be accessible for the technicians in the field. Ability for customer to attach documents, drawings, photos, etc. to work orders and have all documents uploaded & saved to database Ability to have different work order types with different costs Work order should be removed from trade s active work orders when task is completed unless reassigned Ability to re-open closed work orders Ability to have custom survey sent out to customer upon completion Ability for third-party service providers to access work orders assigned to them within the solution, but restrict access to all other functionality. Ability to alert third-party service providers through email Ability to automatically create a work order for a planned or preventive maintenance item as the due date approaches. The PM item should then go through a defined workflow and returned to the PM schedule once work is complete. A.11 Work Order Management Module (Optional Add-On Module) Offeror shall provide a IWMS Solution with a module that supports Client Work Order Management related activities: Selected individuals or groups of employees to schedule future maintenance tasks with a scheduler that can be based on a timeline of fixed or variable intervals to reflect service plans or regulatory compliance. Facilities staff to monitor and assign/reassign tasks quickly and easily by a standardized process with transparent and effective communication maintained throughout the workflow. Multiple tasks to be included in a single work order, with each closing out independently and updating the master work order and/or initiating request. Link to available Standard Operating Procedures (SOPs), instructions, checklists, parts and materials lists, and other relevant documents and data needed for scheduled or on-demand maintenance tasks. Coordinate with asset management system to update scheduled maintenance tasks to reflect the replacement and/or movement of equipment items. Support mobile electronic devices for accessing and collecting/entering maintenance and repair data in the field. Please specify mobile device platform requirements. Provides a graphical or calendar-based interface for the management of work order assignments to available resources. Interface should respect user authorizations and filtering by either work orders (by type, location, etc.) or by resources of interest. Create a maintenance plan library, in which a user can set up the standard estimated cost, estimated man- hours, and the parts that need to be ordered. Clustering of related work orders per floor, per trade, by asset, per time-period, or by any combination of these items in a report. Easily identify PM orders that are due but not yet carried out. Supports statutory, mandatory, and routine maintenance, with clearly identified priority for any compliance-related activities. Dashboard views to forecast cost, man-hours, and parts per year or multiple years. Create PM templates containing high-level details, which can then be used to schedule multiple PM items. Attach documents and photos to PM records. A.12 Room Scheduling/Hoteling Module (Optional Add-On Module) Offeror shall provide a IWMS Solution with a module to support 80 conference rooms and 4,500 hoteling desks across the Client Portfolio as further detailed below. This IWMS Module shall be integrated to support the Hardware Add-On Requirements identified in A.15. Reserve workspace by locating and booking available hotel space by selecting from a list of spaces or identifying visually on a floor plan Save reservations to common calendar programs such as Microsoft Outlook Identify meeting spaces that fits requirements by identifying rooms with specific layouts, equipment, or amenities before reserving Configurable approval workflows that can help to ensure that meeting space can only be reserved by approved departments Visually identify rooms on a floor plan that meets required needs and availability Module can be configured to generate work orders to staff Ability to report on or print out daily & weekly schedules Ability to create reoccurring reservations Ability to have reservation requests go through an approval process Ability to grant approval to VIPs whereas other employees requests for the same room come in as pending. Ability to limit room resources available to certain end users such as building occupants can t reserve space outside their building Reservation solution should support booking of rooms from mobile devices. Ability to provide controls around duration & frequency of bookings and time limits on advance bookings Ability to provide reporting capabilities for such items as room usage A.13 Analytics Module (Optional Add-On Module) Offeror shall provide a IWMS Solution with a module that supports Client s Analytics Requirements: Utilization Analytics Floor and zone heat maps Average and peak Utilization vs. Capacity Room and desk booking analytics Actual vs. Planned Including identification of meeting the owner Meeting size, frequency, and duration Cost of occupancy Mobility Flows Data Sourced from WIFI, badge swipe, or sensors Track total and each visit per the department Booking reservation analytics Sensor analytics Track real-time occupancy (by floor/neighborhoods/departments) Automated data collection and management Varying levels of access (i.e. RD vs. real estate) Out of the box / standard reports Customized reporting Self-certification Physical distancing setup/configuration of the floor Inactivating spaces / workstations / rooms Reporting for contact tracing including visitors Office access limit access to certain employees for a phased return to the office Adjust occupancy limits to ensure safe levels of physical distancing Mandatory buffer times Automatic cleaning work order after every meeting Zero Touch check-in and booking via mobile app All data to be anonymized, encrypted, and aggregated Analytics through an interactive dashboard out of the box. Built-in query builder and all fields are reportable Built-in reports and an ad-hoc query builder functionality Generate PDF reports Data can be exported to excel A.14 Hardware (Optional Add-On) Offeror shall provide a IWMS Solution with a module that supports Client Hardware Requirements to support XX conference rooms and XX hoteling desks across the Portfolio as further detailed below: Hardware to be procured, supplied, and installed by the vendor Hardware must be proprietary to the vendor On the spot display panel Show Room Information on a kiosk or panel Allow for check-in Enable walk-up reservation with authentication Kiosk Interactive Display Enable walk-up reservation with authentication Show floor plan and support wayfinding Find a space next to colleagues Ability to provide a proprietary sensor for workstations Ability to provide two different sensors for workstations or conference rooms (environmental or vibration) Ability to integrate with other third-party sensors, such as CREED lighting, people counting, or WIFI Ability to provide both radio and non-radio panels for government clients A.15 AutoCAD Drawing Interface (Optional Add-On) Offeror shall provide an hourly rate to support Client s needs for AutoCAD Drawing Interface with the IWMS Solution: Bi-directional interface between AutoCAD and the system database Does not use a proprietary drawing system to display graphic information Floorplans can be viewed over the web in read-only format New AutoCAD layers can be created and viewed Incorporates space standards and monitors occupancy against those standards Can incorporate scanned AutoCAD drawings for reference purposes Graphically displays spaces by occupancy status, i.e., vacant, occupied, over capacity, under capacity, etc. Graphically displays spaces that are shared by one or more organizational entities and includes a user determined percentage of the space in space reports Displays space query results in color-coded or hatched formats Can create, name, and save graphical queries for future use Can run automatic graphical queries across several or all floor plans Calculates exact space footage from accurate scaled AutoCAD drawings and changes the square footage calculation if the drawing is altered Can produce a report of spaces that are on the drawings but missing from the database Can store AutoCAD drawings depicting occupancy from prior time periods Links space boundaries (polylines) on drawings to space records in the database Recommended poly-lining process accounts for all space in the square footage calculations Displays the location of people and assets on drawings based on locations recorded in the database Can integrate furniture vendor layout drawings into the system as a separate AutoCAD layer Produces automatic legends on floor plans for color-coded department occupancy Drawings act as graphic reports, displaying text from the database on the drawing A.16 BIM Integration (Optional Add-On) Offeror shall provide an hourly rate to support Client s needs for BIM Integration with the IWMS Solution: Bi-directional interface between Autodesk Revit and the system database Supports integration of data from multiple linked models (e.g. Architectural, MEP, etc.) for a single building Does not use a proprietary drawing system to display graphic information from Revit Models Native Revit plan views can be viewed over the web in read-only format Ability to create multiple plan views with different categories of Revit elements visible (e.g. space plan, furniture plan, mechanical plan) Incorporates space standards and monitors occupancy against those standards Role-based security controls access to buildings and floors. Ability to leverage system data in Revit themes, schedules, and tags. Ability to directly edit system data for rooms, spaces, and assets in Revit. Uses Web services to connect Revit models to system Ability to create data mappings that define BIM data requirements Can reuse data mappings across multiple Revit projects. Can access shared parameters associated with rooms or assets Can link Revit family types with records in system asset catalogs Automatically maintains inventory of assets in system for linked Revit family types Ability to populate Revit URL parameters with hyperlinks to assets in system Ability to map any property of a Revit asset to fields in the system Bi-directional synchronization of asset data Able to use system data for assets in schedules and tags Calculates exact space footage from accurate scaled Revit models and changes the square footage calculation if the model is altered Notifies user if there are any discrepancies between space inventory and Revit model Links area elements in model to space records in the database Recommended area modeling process accounts for all space in the square footage calculations Displays the location of people and assets...
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Place of Performance: Address: Department of Veterans Affairs Central Texas Veterans Health Care System 1901 Veterans Memorial Drive, Temple, TX 76504, USA; Zip Code: 76504; Country: USA
Record: SN06029984-F 20210614/210612230111 (samdaily.us)
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70 -- IWMS (Space Management Software)