Integrated Workplace Management System (IWMS)

Background
The Commonwealth of Virginia, through its Department of General Services (DGS) and Division of Real Estate Services (DRES), is conducting market research to assess the feasibility of procuring an Integrated Workplace Management System (IWMS) for electronic real estate management.

This Request for Information (RFI) aims to gather insights from suppliers about available solutions that can meet the state's real estate management needs. The goal is to implement a system that enhances operational efficiency, supports strategic planning, and meets various agency requirements without committing to a formal procurement process at this stage.

Work Details
DGS seeks information on IWMS solutions that provide at least the following functionalities:
- Portfolio management
- Lease administration with recurring AP and AR file generation
- Compliance with GASB 87 for liability and asset value calculations
- Space management
- Transaction management
- Strategic planning
- Project and construction management
- Asset inventory tracking
- Facilities and space management
- Integrated management information systems
- GIS integration
- Mobile technology.

The solution must also support objectives such as increasing collocation and bargaining power, decreasing space allocations, reducing costs, maintaining agency security, and improving productivity by relieving staff from system-related activities. Suppliers should describe their systems' capabilities in detail, including any relevant features like ADA compliance, electronic signatures, customizable reporting tools, user-friendly interfaces, data retention features, multi-tenant solutions for organization setup, and security controls.

Period of Performance
This RFI was issued on April 28, 2025, with responses due by May 16, 2025.

Place of Performance
The contract will be performed within the Commonwealth of Virginia.

Bidder Requirements
Suppliers responding to this RFI should provide detailed descriptions of their products and services related to IWMS functionality. They must demonstrate experience with data migration and integration services. Additionally, they should provide lifecycle cost analysis including pricing structures for system maintenance and enhancements. Suppliers are also required to outline training and support plans for implementation and ensure compliance with VITA Security Standards. Furthermore, they should be prepared to discuss their ability to customize solutions based on unique organizational needs.