fbi

THIS NOTICE IS FOR INFORMATIONAL PURPOSES ONLY. THIS IS NOT A REQUEST FOR PROPOSAL OR QUOTE. IT DOES NOT CONSTITUTE A SOLICITATION AND SHALL NOT BE CONSTRUED AS A COMMITMENT BY THE GOVERNMENT. RESPONSES IN ANY FORM ARE NOT OFFERS AND THE GOVERNMENT IS UNDER NO OBLIGATION TO AWARD A CONTRACT AS A RESULT OF THIS ANNOUNCEMENT. NO FUNDS ARE AVAILABLE TO PAY FOR PREPARATION OF RESPONSES TO THIS ANNOUNCEMENT. ANY INFORMATION SUBMITTED BY RESPONDENTS TO THIS TECHNICAL DESCRIPTION IS STRICTLY VOLUNTARY.

INTRODUCTION

Responses to this RFI may be used to formulate final requirements and/or to identify qualified vendors capable of meeting those requirements. The description below outlines preliminary requirements envisioned for the Asset and Fleet Management Software. The information gathered may be used to formulate acquisition strategies for competitive solicitations.

This Request for Information (RFI) is a two phased approach.  Interested parties will be invited to submit a capabilities statement to show their prospective solution.  Upon reviewing the capabilities statement, the FBI Vendor Engagement Team (VET) (as per the stipulations listed below) will establish one-hour virtual demonstrations.  Upon establishment of the virtual demonstration, the vendor will be required to provide a written overall capabilities document to the VET prior to the meeting.

BACKGROUND

The United States Department of Justice (DOJ), Federal Bureau of Investigation (FBI), Finance and Facilities Division invites Original Equipment Manufacturers (OEM) technology manufacturers to submit information on their software solution for asset and fleet management.

The FBI is looking for a robust asset and fleet management system that provides both an efficient and cohesive solution to meeting the needs/functionalities identified below. Each year, the FBI directs nearly half of its annual budget to the purchase of goods and services essential to its law enforcement and national security missions. To manage the FBI’s growing number of assets, new supply chain management functionality was deployed in October 2012, including an integrated enterprise asset management system to value and track assets throughout their lifecycle and new mobile data collection devices to facilitate inventory processes. The FBI is looking to update its asset management software to meet the evolving needs of the organization.

The FBI's focus is on a software solution that provides our facility managers, supply technicians, fleet managers, and IT technicians with the ability to effectively track goods and vehicles acquired by the FBI, serviced within the FBI, and ultimately disposed/decommissioned by the FBI. This includes an intuitive modern user experience, integration with FBI's shared enterprise data repository, software that works well alongside other FBI collaboration software, and provides easy access to asset reporting at the combined group and individual level.

The purpose of this RFI is to solicit technical approaches for implementing a robust asset and fleet management system, including all associated hardware and software to support a unified solution, and to assist the Government in assessing the range of software solutions available in

the market. The responders will provide a detailed description of the operation, maintenance, and required technical support to operate and manage their solution.

The FBI is focused on a software solution that uses standard business processes for all of asset and fleet management needs, and configure, as appropriate, but without a need to customize the Commercial Off the Shelf (COTS) software. We anticipate learning of innovative solutions that will improve upon our current implementation, increase employee productivity, and reduce operational costs.

The FBI asks the vendor to identify how they propose to meet all functional requirements to include partnerships with other vendors to gain an understanding of the technical complexity and Total Cost of Ownership (TCO) of the proposed implementation strategy.

Technical Requirements:

•    FBI anticipates that any implementation would occur in a compartmentalized/secure environment disconnected from the general internet.

•    Accommodate an interoperable environment through a variety of data-transfer and sharing options such as the use of application programming interfaces (APIs), service- oriented architectures, or other metadata best practices.

Application/Software Requirements

Asset Administration

•   Receiving Module Automation

o Ability to trigger updates to asset reporting based on official receipt

•    Ability to track the cost and status of assets at both the combined group and individual level, i.e parent/child

•   Ability to retain and incorporate FBI unique code/class structure

•    The ability to inherent user single-sign-on data to approve or sign a document electronically without the need for additional user verification

•    Audit controls around the transfer of assets and receipt of an asset into the receiving division

•   Ability to track aging/deprecating information technology (IT) assets

•   Ability to audit user actions against an asset

•   Ability to attach photos to an asset record

•   Ability to support batch uploads at large volumes, i.e. <1000.

•   Ability to maintain FBI unique security controls and separation of duties

•    Ability to track non-accountable items, i.e. passports, laptops, CAC cards, etc., in a specific module

•   Ability to assign a work order to a group or a single person

•    Ability to manage/receipt non-accountable stock from POs/Order Numbers within the property management system without creating false accountable assets. (Non-accountable pallet is currently used for example)

•    Warehouse and storage management abilities to provide reporting on storage timeframe, available space, and periodic customer follow-up to notify them of stored assets and non- accountable items.

Fleet Management Module

•   Vehicle Lifecycle Management

•   Maintenance Tracking

•   Automated Notifications

•   Ability to capture detailed vehicle information from an external mobile source

•   Reporting & Data Management

o Customizable reports to track various data elements

o User interface to facilitate report creation

•   Federal Automated Statistical Tool (FAST)/GSA Reporting

•   Vehicle Reservation System

•   Vehicle Maintenance Scheduler

•   User-intuitive Work Order Module

Warehouse Management/Shipping/Receiving

•   Ability to track received items whether letter, parcel, or freight.

o Detailed tracking history, assignment log, storage location history, and recipient signatures.

o Ability to track carrier.

•    Ability to create parent/child associated tracking numbers for multi-piece freight deliveries.

•    Ability to create parent/child tracking for parcels that are bundled into large tracking units such as pallets.

•   Ability to create and manage storage superstructure to assign received items

•   Multi-site synchronization

Financial Accounting

•    Ability to receipt against multiple locations and accounting lines within the same purchase order.

•   Ability to track asset and software depreciation

•   Ability to track Work in Progress (WIP) software, construction, etc.

Software Administration

•   Ability to manage software entitlements at the enterprise level

•   Ability to track software deployments at the division level

Application Integration (Application Programming Interface –  API)

•   Ability to integrate with the FBI’s financial system of record, Momentum

•   Ability to integrate with the FBI’s location system of record, TRIRIGA

•   Ability to integrate with the FBI’s workforce management applications

•    Ability to integrate/communicate the receipt of goods and assets against the original requisition

CONTRACTOR QUALIFICATIONS

This RFI is open to Original Equipment Manufacturers (OEM) for market research only to request input from potential providers of products and services.

The Government would like to know which firms can provide the products and services for this contemplated requirement by identifying themselves and responding to this RFI. The Government requests the following information:

Phase I:  Generalized information to include the following for scheduling of a Virtual

Demo Request:

1.   Company name and business size.

2.   Provide evidence to show that your company can provide the requested services and/or products required (i.e. technical ability, personnel, and experience). Information provided

shall be succinct and related to the requested information in this RFI. All submissions shall be unclassified.

3.   Address whether your company has a GSA Schedule and if they are capable of providing these services on schedule. If able to provide the services on schedule, provide the schedule and SIN.

4.   Any other assumptions, comments, concerns, and/or questions relating to the contemplated services.

Required Information:

WHAT SHOULD BE INCLUDED IN YOUR RESPONSE FOR PHASE I:

1.   All interested parties shall submit a brief capabilities statement providing information and product proposed

2.   Upon finalization of 1-hour demo of their application, vendor will provide an in-depth

package to address requirements.

3.   All interested parties shall submit capability packages in response to this notice 24 hours after the demo is provided.

4.   Do submit succinct, thoughtful responses to the requirements/questions listed in this RFI.

5.   Do submit comments that address the FBI's requirements, assumptions, conditions or contemplated approaches to this future acquisition.

6.   Do submit information and suggestions that may encourage new, different, or innovative approaches that would result in products, solutions, and direct savings to the FBI.

WHAT SHOULD NOT BE INCLUDED IN YOUR RESPONSE

1.   Do not submit proposals or offers.

2.   Do not submit past performance information or general descriptions of corporate experience.

3.   Do not submit requests to be considered for award or to be notified of a future solicitation.

4.   Do not submit requests to be added to a mailing list or distribution list.

5.   Do not submit questions or comments not related to this RFI.

6.   Do not respond via telephone.

The FBI plans to conduct market research using a combination of the following approaches:

1.   Evaluate RFI responses using the following criteria:

•    Meet the required functional/technical requirements, and value-added additional considerations described in this RFI as evidenced by the RFI response and demonstration of the software.

•    Industry leaders with the experience to implement the functional and technical requirements, and the ability to seamlessly integrate with other industry leading applications to provide best-of-breed solutions (see attached RFI Response Template).

•   Provide a cost-effective software solution that meets the goals of the FBI.

•    Provide timely program modifications and upgrades in response to changing industry needs, regulatory requirements, and advancing technology.

•    Demonstrate expertise and functionality as evidenced by client references and site visits.

•    Provide a superior level of customer service and technical support, both pre- installation and post-installation to clients as evidenced by references.

2.   Demonstrations:

•    The Contracting Officer reserves the right to choose the mix of vendors who make virtual presentations. Participation or lack thereof, in the presentations has no bearing on vendor ability or option to choose to participate or receive an award in any future solicitation or procurement resulting from this activity.

3.   Proof of concept:

•    The FBI may consider conducting a proof of concept with a mix of one or more vendors to test and validate user-defined use cases, with the participation from the user community.