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Maximo Support Services

REQUEST FOR INFORMATION

TO ALL INTERESTED PARTIES

1. SOURCES SOUGHT/RFI:

THIS REQUEST FOR INFORMATION (RFI) IS RELEASED PURSUANT TO FEDERAL ACQUISITION REGULATION (FAR) PART 10, MARKET RESEARCH.

This RFI/Sources Sought is issued solely for information and planning purposes only and shall not be construed as either a solicitation or the obligation on the part of Government. This is NOT a solicitation for proposals, proposal abstracts or quotations. This notice is for market research purposes only.

No reimbursement will be made for any costs associated with providing information in response to this announcement or any follow-up information requests.

Respondents will NOT be notified of the results of the analysis. All data received in response to this Sources Sought synopsis that is marked or designated as corporate or proprietary information will be fully protected from release outside the Government. The Government shall not be liable for or suffer any consequential damages for any proprietary information not properly identified. Proprietary information will be safeguarded in accordance with all applicable Government regulations. All documentation shall become the property of the Government and will not be returned.

2. BACKGROUND:

The Bureau of Engraving and Printing (BEP) is the largest producer of security documents in the United States. The BEP prints billions of Federal Reserve Notes for delivery to the Federal Reserve System each year. These notes are produced at facilities in Washington, DC, and Fort Worth, Texas. In addition to U.S. currency, the BEP produces several other security documents such as portions of U.S. passports, materials for Homeland Security, military identification cards, and Immigration and Naturalization Certificates.

The BEP Chief Information Officer (CIO) Directorate provides management support for all automated systems supporting BEP’s manufacturing operations and the activities that support them. These systems include enterprise-wide financial management, manufacturing, and production support systems, as well as localized systems that relate to or support BEP operations. The Office of Enterprise Solutions (OES) is responsible for development and maintenance of all software applications within BEP.

BEP utilizes IBM Maximo as an asset management application to monitor and manage enterprise assets, including facilities, communications, transportation, and production. The BEP Office of Enterprise Solutions (OES) is responsible for maintaining and enhancing the Maximo system. Maximo was deployed at BEP in 2015 and upgraded in 2022 to its current 7.6.1.2 version. The deployed Maximo system includes IBM Maximo Asset Management 7.6.1.2, IBM Maximo Asset Management Scheduler 7.6.1.2, IBM Maximo for Transportation, and IBM Maximo Enterprise Adapter for Oracle 7.6.0. or IBM Maximo Application Suite (MAS) 8. Customizations within the Maximo framework have been made using IBM provided customization tools. Customizations outside the Maximo framework have been made using PL/SQL code for the same database side, site minder changes, etc.

3. IT SOLUTION

Vendors capable of and interested in providing IBM Maximo support services should review the Business Capabilities and Requirements section of this document. Vendors are requested to provide a description of their capabilities as it relates to the requirements provided in the Business Capabilities and Requirements section. Standard brochures and/or paraphrasing of this section are not considered sufficient to demonstrate the capabilities of an interested party. As a formal evaluation of the responses to this RFI will not be conducted, BEP does not anticipate providing feedback and/or evaluation information to any firm responding to this RFI. However, BEP may request additional information or conduct open exchanges of information with RFI respondents as deemed necessary.

4. BUSINESS CAPABILITIES AND REQUIREMENTS:

In response to this RFI, vendors should address how their approaches and methodologies can address the BEP business capabilities and requirements outlined in the below table.

ID

Business Capabilities and Requirements (for Future IT Solution)

1. Inventory Management - Maintain Maximo’s integration of spare parts between Maximo application and MES/MSS applications. Improve the item management process including easier loading/balance changing.

2. Asset Metrics and Data – Development of a process to setup and use ‘Bills of Materials’, Failure Classes in Maximo and the location structure in Maximo.

3. Work Order Processing and Data Capture – Creation of a process to assign work orders to contractors and capture contractor costs to assets, develop and refine Classification structures in Maximo, and review, recommend, build and implement improvements to the Maximo system.

4. Data Cleanup - Work type / Work Order status clean up and utilization of work order classifications to designate work groups.

5. Usability - Review screens for possible simplification and for use of conditional displays.

6. Reporting - Add additional and refine existing reporting functions, including BIRT, QBR functionality, KPIs, and Tableau software. Explore additional uses for Data browser.

7. Automating Testing MATTER - Build MATTER test cases, schedule regular testing jobs, and build server up time and system availability reports to monitor for and alert on server and network issues.

8. Mobile - Operationalize ‘Quick Mobile ‘email function for SR and WO, explore use of Maximo Everyplace, and develop and provide a mobile solution for iPhones.

9. Explore/ Deploy Full Range of MAS 8 Functionality - Explore use of Lock and edit mode, graphical changes, inline buttons, work centers and mapping, along with other added functionality of the version.

10. Workflow - Improve process workflow and promote more work sections involvement in a rigorous workflow process and remove obsolete legacy and unused workflows.

11. Documentation and System Clean Up - Ensure configuration document for Maximo is comprehensive and usable. Remove legacy data, workflows, screens, and other functions from Maximo to reduce confusion and disorder.

12. Interfaces and Upgrades - Build and/or support new and evolving interfaces with MSS, ESB, SCADA, FLOWSYS and other applications. Develop and build a link to TRIRIGA to ensure locations are managed and updated. Support upgrade of MSS to accepted release after 12.3, Deploy MAS 8-point releases. Support changes to Maximo security and Single Sign On (SSO).

13. Maximo Training - Assess the capability of BEP personnel skills in the use of Maximo. Develop or supply additional training modules needed to improve Maximo training at BEP.

5. SUBMISSION INFORMATION:

The IRS seeks to identify potential vendors with the skills and capabilities necessary to perform the requirements outlined in the attached draft SOO. The IRS is looking to identify:

• Small businesses that can perform the requirements outlined in the draft PWS.

The BEP is requesting submission of Technical Capabilities.

I. Technical Capabilities - Responses may not exceed 20 pages, excluding the cover page. Each response should include the following information:

1. Company Name.


2. Company Address.


3. Company Point of Contact, Phone and Email address.


4. Current Contract Number and Task Area(s) appropriate for this notice; including the Data Universal Numbering System (DUNS) Number and North American Industry Classification System (NAICS) Code.


5. Type of Company (i.e., small business, 8(a), woman owned, veteran owned, etc.)


6. Contract holder’s capability statement that addresses organizational and staff experience and expertise.


7. Given the above information, what experience do you have in providing Maximo Support services?


8. Provide an estimate of time you will need to design, develop, test and deploy your proposed solution.


9. List three organizations to which similar types of services have been previously provided within the last three years –include contract number, description of the requirement, dollar value, contract type, name and telephone number of the customer.


10. Provide a rough order of magnitude for a potential solution of this type, relative to the following:
    
    
    
    1. Less than $1M
    
    
    2. Between $1M and $5M
    
    
    3. More than $5M
    
    
    
    

Interested parties are being asked to provide the following information:

1. A general statement of their capabilities as it relates to the business, operational and non-functional requirements set forth in the Business Capabilities and Requirements section (no more than 20 pages).


2. Company information (Submission information) (no more than two pages and does not count against the 20-page limitation).

6. RFI QUESTIONS/DUE DATE:

Questions in response to this Sources Sought Notice may be submitted electronically on or before September 20, 2023, 6:00 PM Eastern Standard Time (EST). The Government reserves the right to respond to some, all or none of the questions submitted. Vendors that meet the requirements described in this announcement are invited to submit their capability statements/RFI responses.

The deadline for responses to this RFI is 6:00PM EST, September 27, 2023. Responses should be forwarded via email to both the primary point of contact, sharilyn.cook@bep.gov and a copy to Paula.Branch@bep.gov.

Responses shall not exceed 20 pages and shall not contain any brochures, advertising or any other type of extraneous, graphic literature or documents that have not been requested and are not relevant or essential in demonstrating the company’s ability to provide the required services. Vendors may provide links to relevant websites, as appropriate.

Vendors shall reference “Maximo Support Services” in the subject line of their response as well as in the subject line of any other e-mail correspondence referencing this notice.

** THE GOVERNMENT WILL NOT RESPOND TO PHONE CALLS. **

Thank you for your interest.

Contracting Office Address:

Internal Revenue Service

5000 Ellin Road

Lanham, MD 20706

Primary Point of Contact:

Sharilyn Cook, Manager, Enterprise Strategic Planning and Management Division

sharilyn.cook@bep.gov

Secondary Point of Contact:

Paula Branch, COR, Enterprise Strategic Planning and Management Division

Paula.Branch@bep.gov

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