Statement of Work

RFI FMCSA PROPERTY MANAGEMENT INFORMATION SYSTEM

1.0 SCOPE The Federal Motor Carrier Safety Administration (FMCSA) has a requirement to implement a Personal Property Information Management software solution for centralized asset data repository and auto-discovery tools. FMCSA seeks to develop a property management information system capable of meeting the functional requirements established by the Joint Financial Management Improvement Program (JFMIP), Federal Financial Management System Requirements, JFMIPSR-00-4. FMCSA is headquartered in Washington, DC, and employs more than 2,000 individuals, in all 50 States, the District of Columbia and Puerto Rico. Each FMCSA Headquarters (HQ) Division, Service Center and Division Office is an accountable-area for personal property. 2.0 Objectives This document defines the functional and operational requirements for a personal property information management tool. The centralized repository shall include, but not be limited to: Personal property management database with three user levels: accountable area, regional, global Web based system utilizing relational back-end database for Oracle 10g or greater. Secured web access and transactions A bulleting board feature for global messages Personal property management audits archived over the life of the system Unlimited number of users that would encompass geographically disperse offices on a national basis Formatted reports available to authorized users in format defined by applicable government forms.

The overall objective is to implement a reliable and cost-effective custom solution that will: Import current data from Excel Spreadsheet Collect accurate, timely, complete, reliable and consistent information Provide for adequate agency management reporting Support the preparation and execution of agency budgets Facilitate the preparation of agency financial statements Provide a complete audit trail for property transactions Provide history of an item even after it has been declared excess (optional?)

The property management system must support the following common requirements for all property management functions: Record beginning balances, acquisitions, withdrawals and calculate ending balances expressed in values and physical units Capture the condition of each asset Provide edits (controls) to prevent duplication and reduce the likelihood of erroneous property document/records and to ensure the integrity of data recorded in the system

Permit only authorized users to enter, modify or otherwise alter property records Provide an audit trail for entries to a property record, including the identification of the individual(s) entering and approving the information Identify the type of transaction affecting the property item, e.g., initial acquisition, modification, location change, re-assignment; transfer or disposal Incorporate adequate security features that prevent unauthorized access to the property system Enable the transfer of responsibility for property from one authorized user to another Produce reports in accordance with user defined criteria. Such reports may: o Provide property information to allow appropriate users to conduct inventory of current holdings or any subset of those holdings at any time. o Allow users to auto-populate appropriate government forms to effect transfer and disposal activities. o Allow users to access both summary data and detailed data in ad hoc reports. Capture the fact that an environmental hazardous substance is located or contained within a property item Distinguish between capitalized and expensed property tracked in the system Auto-calculate depreciation for capitalized assets based on defined criteria (value and depreciation period) Capture and prioritize the estimated cost of maintenance Provide for an on-line search capability based on user defined criteria; and Provide three levels of access: o Level I Accountable Area Each FMCSA Field Office and Headquarters Division is considered an accountable area. Property Custodians and their supervisor (instead of Designated personnel) in each accountable area should have access to the property under their control (ONLY) o Level II Regional Each FMCSA Service Center has regional property responsibility. Property Custodians and their supervisor (or Designated personnel) in each service center should have access to their own accountable area and all subordinate accountable areas. o Level III Global The FMCSA Property Management Officer and his/her designated representatives should have access to ALL accountable areas.

The government seeks a solution that includes an enterprise license based on the environment discussed above and the information listed below: The numbers are all approximations. Actual numbers may be higher or lower. 100 application users (maximum) 71 U.S. site locations and Puerto Rico 5 large sites (4,500 assets each, approx) 50 medium sites (2,000 assets each, approx) 15 small sites (500 assets each, approx)

3.0 Technical Requirements Vendor shall provide an enterprise-wide solution and a perpetual license based on the architecture in the Statement of Work (SOW). The license shall provide that the Agency has the right to duplicate product disks, tapes, and/or cartridges for any purpose. The Licensee of products under this contract is the FMCSA. The products and documentation licensed/purchased under this contract are for the express purpose of supporting FMCSA. Vendors license shall specifically provide that FMCSA has the right to utilize the vendors product/licenses in direct support of both its work and that of its federal government customers. FMCSA will maintain the right to transfer product/licenses, entitlements and usage rights, at no additional cost, to any government organization to which FMCSA may transfer responsibility for the processing of FMCSA production requirements. Vendor shall include a cost estimate for a service-level agreement (SLA) based on the final product decided on by FMCSA. 4.0 Required Technical Capabilities The following are the technical capabilities FMCSA requires the Property Management Information System solution to satisfy: Provide a centralized database and functional application to support a comprehensive corporate personal property management program. Provide a centralized database of all FMCSA asset data to include physical, financial, and contractual attributes, status, parent/child relationships, contact information, and organizational data. Provide the capability to process and manage asset data throughout life cycle support (from the identification of a requirement for an asset thru eventual retirement/disposal). Application shall provide hand-held scanner equipment for tracking property; software will need to identify the equipment via barcodes, its location, and the ability to delete the equipment once its disposed of. Provide the capability for uploading pictures of property items (optional). Provide link to property management forms used.

The solution will include standard database tables for offices, users, assets, locations, conditions, costs, descriptions, serial numbers, model numbers, manufacturers, categories, effective dates, classifications, vendors, organizations, locations, and item types. The solution should also: Provide the capability to create additional tables in the repository. Provide the capability to edit and validate against standard tables. Provide the capability to import and export data to and from commonly used file formats such as Excel spreadsheets and text files. Provide the capability to attach external files (e.g. warranty.pdf). Record user-id and date/time stamp for all transactions made to the database. 4

Provide online, context-sensitive module and field level help to allow the capture of data in a standard and uniform manner (radial buttons and drop down menus will be used to ensure compatible data entry to the greatest degree possible). Provides user authentication and password protection with the capability to create role-base protected profiles for user access. Captures all changes to information in the database in real time. Provides input screens that can be tailored to Agency specifications. Provides the capability to enter formula for automatic computation/re-computation of contract details based on changes to asset related data (depreciation). Provides the capability to restore archived data back to an active state. Be web-based for general user access using Internet Explorer v6.0 and higher and Netscape v7.0 and higher. Be scalable to allow for future growth in terms of number of users and volume of data. The current asset base is approximately 150,000 with an estimated 10% growth per year. Provides a reporting and inquiry capability to enable users to view, print, and export any data maintained in the database such as: o The capability to generate and save predefined reports from the asset repository. o The capability to generate and save reports from the asset repository on an ad hoc basis based on any user-defined data elements. o The capability to produce and populate government forms electronically.

5.0 Task Requirements 5.1 Software and Software Documentation Delivery 5.1.1 The vendor shall provide documentation for error corrections, updates, revisions, new releases and/or versions and enhancements as follows: One (1) copy delivered by electronic submission (email or internet download). Two (2) copies on CD-ROM One (1) unbound, reproducible, paper copy 5.1.2 Documentation shall be consistent in content and format with the vendors standard commercial practice. 5.2 Travel 5.2.1 The Government will reimburse vendor travel costs associated with Training and Technical Support in accordance with the requirements in Part 31 of the Federal Acquisition Regulation (FAR). Allowable expenses must be approved by the Contracting Office Technical Representative (COTR) prior to payment. 5.2.2 The vendor must identify and obtain approval from the COTR prior to Incurring any expenses in excess of the limits described in FAR Part 31. 5.3 Implementation Strategy 5.3.1 Upon award and after product distribution, government representatives will Install and configure the product(s) at selected locations in a phased approach.

FMCSA will identify Government personnel with system access with which the vendor can coordinate product installations, implementations, and training. The vendor shall assist and advise government representatives during installation and implementation, however, vendor personnel will not be permitted to have direct system access. 5.3.2. The government may request vendor technical support to assist our Implementation team with activities such as, but not limited to, tool configuration, data conversion, testing, tool customization, report development, and interface development on an as needed basis for the solutions identified in the SOW (centralized asset data repository, auto discovery tools). These services will be ordered under a separate Task Order. 5.4 Training Strategy 5.4.1. Vendor shall provide a detailed training plan within 30 days of award. The training plan shall include training courses for System Administrators, Security, and End-User personnel. The following shall be included in the course descriptions: Type and quantity of training classes required and recommended training approach Basic course description and outline Length or number of days for each course Training methodology for each course Identification of all training documentation per course 5.4.2. Vendor shall provide training for the solution identified. The training shall include but is not limited to individual instructor-led training for system administrators and security personnel, webinar training for end users, instructor-led training for a train-the-trainer course, and a users manual. 5.4.3. All vendor site training shall include all materials for student and instructor use at no additional cost to the government. Class size should not exceed 15 students. 5.4.4. The Government will determine the training schedule and sites. It is anticipated that all training will be hosted in the Washington, D.C. metropolitan area. 5.5 Employees With Disabilities Act 5.5.1. Vendor shall commit to ensure their products are or shall become compliant with Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) which requires that Federal agencies acquiring Electronic and Information Technology (EIT) ensure Federal employees with disabilities have access to and use of information and data that is comparable to the access and use of Federal employees who are not individuals with disabilities.

5.5.2. Vendor shall ensure their solution is or shall become compliant with the following 36 CFR Part 1194 accessibility standards. 5.5.3. As per the Section 508 Determination, the following standards apply: Electronic and information technology (EIT) products or services will be delivered under this acquisition. EIT has the same meaning as information technology, except EIT also includes any equipment or interconnected system of equipment that is used in the creation, conversation or duplication of data or information. The term EIT includes, but is not limited to, telecommunication products (such as telephones), information kiosks and transaction machines, worldwide websites, multimedia and office equipment (such as copiers and fax machines). A Section 508 exception does NOT apply to this acquisition (nonavailability of commercial products or services that meet all applicable standards is not considered an exception). This acquisition is for a commercial item as defined at FAR 2.101. A commercial item fully compliant with Section 508 accessibility standards is available in the commercial marketplace.

6.0 Project Management The vendor shall provide a project management POC for the duration of the contract. The Project Management POC shall define escalation procedures for critical issues. The procedures must include, but are not limited to: The identity of management-level individuals designated as escalation points of contact. The names, telephone and mobile telephone numbers of points of contact. The response timeframes which will be followed when escalation procedures are invoked.

7.0 Additional Information With this RFI, FMCSA can request information regarding your company and your product/services. The same information will be gathered from other vendors and will be used to evaluate what suppliers we will follow up the sourcing process with a RFP.

8.0 Contact Person/Where to Send Information For questions regarding this RFI, you are welcome to contact:

Kevin Bright Contract Specialist (Non-Fed) Acquisition Management Office Ph: (202) 365-2312 Kevin.bright.ctr@dot.gov