Next Gen Integrated Workplace Management System (IWMS)

Seeking one-on-one market vendor demonstrations for COTS product Integrated Workplace Management System (IWMS) solution.

Demonstration Requirements:

Industry demonstration should address the following:

1. Use a sample floor plan no smaller than 25,000 square feet, with no fewer than 3 departments and no less than 40 occupiable spaces.
2. At a minimum, demonstrate customer interface, core database system operation and AutoCAD drawing editor interface. AutoCAD demonstration to include drawing data attribute linking methods.
3. Migration process from Archibus Version 25
4. Differentiate individual requirements below as either: (See General Note #1)
   • COTS features
   • Non-COTS features (add-on services) from IWMS General Program Requirements below
5. Discussion of capability and complexity of non-COTS features as add-on services as identified in IWMS General Program Requirements below.
6. Identification of any non-COTS features from IWMS General Program Requirements that cannot be accommodated as add-on services.
7. Ease and complexity of core database system super users and SAs to generate customer interface changes.
8. Multi-table database queries within the core database system
9. Data downloading and extraction process by users
10. Integration with occupancy sensors & IOT devices.
11. Ease of integration with third party software
12. Identify features that allow for skilled in-house SAs (non-support contractor) to manage daily operations as outlined in General Program Requirements. Note: This does not include migrations to new versions or releases.

General Note #1: It is not expected that all the following requirements can be provided as 100% COTS offerings. IRS is interested in exploring current COTS capabilities paired with available self-service changes to support evolving organizational needs.

IWMS General Program Requirements:

1. Agilely manage an inventory of over 500 - 600 active office buildings comprising up to $25 million usable square feet, up to 120,000 potential occupants and +$600 million annual rent budget
2. Compatible with AutoCAD by Autodesk drawing editor
3. Interface with outside database sources
4. Capability of online fillable form entry from profiled end user groups including ease of design by customer SAs
5. Customizable profile driven splash pages by department
6. Centralized data storage for all interfacing data feeds
7. Drawing repository with versioned drawing management tools
8. All data available to profiled IRS staff
9. Must address the following general program requirements:

Occupancy Management (See Comprehensive Facilities Ticketing System Requirements below)

1. Scenario #1 Assignment of employees to the Individual Workstation or Private Office Level
   1. Ability to assign employees to locations using a ticketing system with minimal steps and impact to the end user. See Comprehensive Facilities Ticketing System section below. This process allows assignment of specific occupants to occupiable locations at the private office and workstation level, including shared assignments to accommodate shift work.
   2. Ability to exclude specific employees from needing assignments
   3. Ease-of-use data perfection method for movement of employees within the system
   4. Allow assignment of secondary locations for employees occupying multiple occupiable spaces.
   5. All occupancy moves must generate a trackable source for reporting that includes origination & destination.
   6. Occupancy history filterable by occupant name and occupiable space code
2. Scenario #2: Assignment of Employees to the Building Level
   1. Ability to identify which employees require space based upon telework type fields supplied by IRS.
   2. Ability to auto-subtract employees requiring space from departments at the building level from vacancy calculation fields and supporting reports.
3. Hotel reservation system
4. Conference/Interview room reservation system
5. Customer workspace reservations for projected incoming new hires that includes a workspace exclusion feature (i.e. for upcoming projects, space releases.... etc.)
6. All employee location self-certification module
7. Floor plan visuals of occupied/vacant space in customer interface
8. Sync with outside database to automatically identify separated & retired employees using Separated Employee Clearance reporting.
9. Integration of up to 120 individual employee data fields synced with outside source.

Space Project Management

1. Provide analysis data for project forecasting, estimating, control, execution, and financial aspects of space projects.
2. All data Integration with all levels of the general program requirements listed in this document.

Portfolio & Lease Management

1. Space utilization of entire portfolio
2. Track and provide management tools for real estate leasing
3. Strategic planning tools
4. Repository for extensive lease documents
5. Allow uploading of paper documents
6. Digitization of scanned paper documents
7. Building condition and assessment
8. Data interface with Space Project Management Tools, including financials
9. Management of parking leases

Rent Allocation and Rent Management

1. Rent bill processing including syncing with GSA rent bills, bill reconciliation with financials and usable/rentable space, providing validation statistics for rent reconciliation monthly
2. Rent bill allocation of occupiable spaces at occupancy department level using customizable numeric department values
3. Rent bill allocation of non-occupiable support spaces at occupancy department level using customizable numeric department values
4. Provide rent adjustment reports based upon changed and projected billings
5. Interface with 3rd party rent and financial systems
6. Track rent inventory and provide rent projection tools
7. Ease or complexity of rent bill reconciliation/allocation by in house SAs that are not support contractors

Comprehensive Facilities Ticketing System

1. Trouble and services request ticketing system for facilities, human capital (personnel) and IT.
2. Ability to route tickets to appropriate function listed above.
3. Generates necessary actions (such as employee movement) for attention within the IWMS system.

IWMS System Trouble Ticketing System

1. Internal IWMS ticketing for trouble shooting or reporting system errors
2. All documented data concerning ticket actions are viewable and researchable by designated users
3. Automated ticket notifications to users
4. Ability for user to designate priority based on workflow impact
5. Ability for user to reopen an improperly closed ticket

Safety Inspection Management

1. Safety Inspection reporting and inspector form input
2. Management of applicable OSHA requirements
3. Analysis tools available via Integration with Comprehensive Facilities Ticketing System (See Comprehensive Facilities Ticketing System section)
4. Integration with ongoing Space Project Management system for notification of ongoing projects and potential inspection impact.

Building Delegation Management

1. Maintenance and Custodial management tools and analysis reporting
2. Equipment management including lifecycle planning tools
3. Integrated customer reported ticketing system (See Comprehensive Facilities Ticketing System section)
4. Ability to interface with outside customer reported ticketing system

Asset Tracking (Furniture, Logistics and Security)

1. Furniture and equipment tracking with detailed data
2. Life Cycle Tracking
3. Photo upload repository
4. Assignment of furniture workspace standards codes (typical layout designs of individual offices, workstations...etc.), ability for IRS in-house SAs to make code additions and perform global redesignations of codes.
5. Warehoused stored furniture and equipment inventory management
6. Fulfillment of warehoused inventory furniture and equipment with Comprehensive Facilities Ticketing system or 3rd party ticketing system
7. Energy: Visualize data center assets and understand potential impacts on projects/applications when power is shut down
8. Mobile Scanner data compatibility
9. Integrated with various program requirements sections including, but not limited to, Space Project Management

Data Accuracy Measurement Tools

1. Ease or complexity of generating customer reporting for changing data accuracy indicators
2. Ease or complexity of posting specific accuracy indicator findings on profiled end user splash pages.

Audit Logging

1. Extensive COTS field logging to include username & date/time stamp
2. Ease or complexity of adding logging on tables/fields that are NOT COTS offerings.
3. Ability to turn on/off logging for individual fields