|Agency:||Department of State|
|Level of Government:||Federal|
|Posted Date:||Sep 29, 2017|
|Due Date:||Oct 12, 2017|
Solicitation Number :
Notice Type :
Added: Sep 28, 2017 7:13 amI. INTRODUCTION
About the Bureau of Overseas Buildings Operations (OBO)
As the Single Real Property Manager for the U.S. Government's diplomatic facilities abroad, the Bureau of Overseas Buildings Operations (OBO) real property portfolio spans 275 posts in locations worldwide. To achieve our mission of providing safe, secure, and functional buildings that represent the U.S. to host nations, OBO and its global customers depend on receiving the right data, services, and products at the right time.
About the Ideal Operational State Initiative (IOS) at OBO
To that end, OBO established the Ideal Operational State (IOS) initiative to improve functions at OBO related to information management, data accuracy, and business processes. The overarching goal of IOS is to ensure that data is ready, reliable, and relevant at any point in the lifecycle of a project or piece of real property, which in turn will enable the highest quality of information for data-driven decisions at OBO and across the world.
A major component of the IOS initiative is to implement an integrated enterprise system of record that will provide unified, accurate, and easily accessible data on all OBO-managed projects and real property. Once implemented, this system will enable better access to data to support data-driven decision-making.
About Lease Abstracting at OBO
For successful implementation of the IOS enterprise system, OBO must convert all existing real property leases into abstracted, machine-readable lease data (i.e. lease abstracts) and then upload that data into the TRIRIGA integrated workplace management system. For the purposes of this request for information, a lease abstract is a summary of the key financial, business and legal information that exists in a real estate lease.
Currently, OBO manages 17,047 leases for properties at diplomatic posts around the world. The formats of these leases include (but are not limited to) hard copy papers, various image types, unstructured/structured databases (e.g. Microsoft Excel), PDFs, and word processing documents.
These leases cover the below three property types:
1. Functional properties
a. Number: 1,993 (12% of lease portfolio)
b. Lease types: Single 100-200 square foot garages to 100,000 to 200,000 square foot office spaces.
c. Attached example lease: Simple, short lease for a small office and a lengthier, more complex lease for a large office.
3. Staff housing properties
1.2.2 Determine how information in OBO leases matches data fields available in the out-of-the-box version of IBM TRIRIGA.
2.0 Lease Abstraction
2.1 Abstract data from all 17,047OBO leases and record this data in a structured, machine readable Microsoft Excel format.
3.0 Closeout and Transfer of Lease Abstraction Data
3.1 Provide OBO with a CD/DVD ROM copy and a web-based downloadable copy of all abstracted lease data in Microsoft Excel format and in a format compatible with IBM TRIRIGA.
2. In terms of large, multinational organizations (with lease portfolios similar to OBO's), how do lease abstraction consultants determine what information from a lease should be abstracted? What is the process to determine how much lease information an organization needs to abstract from its leases?
3. What is your company's experience in transferring abstracted lease data into TRIRIGA? How has your company approached preparing lease abstraction data for transfer into IBM TRIRIGA for other clients?
4. Based on the above description of OBO's lease abstraction project, and the complexity of each type of OBO lease (primary, functional, staff housing), what would be the hours required and cost per lease for abstraction? Can you provide a sample project schedule, based on your labor hour estimate here and your experience with similar abstraction projects?
5. Based on the above description of OBO's lease abstraction project, what kind of experience would the project team need to complete this project? What types of staffing positions would be required (Program Manager, Deputy Program Manager, Document Specialist, etc)? And how many hours would each position need to work to complete this project?
6. What is your company's experience in using optical character recognition (OCR) for the purpose of lease abstraction? What advantages and disadvantages come with using OCR to complete a lease abstraction project?
Please consult the list of document viewers if you cannot open a file.
Other (Draft RFPs/RFIs, Responses to Questions, etc..)
September 28, 2017
Lease Abstract RFI - Example Lease Staff Housing (Mo... (267.93 Kb)
Download/View Lease Abstract RFI - Example Lease Staff Housing (Model Lease) - REDACTED.pdf
Description: Sample Lease - Staff Housing
Lease Abstract RFI - Example Lease Small Office - RE... (5,380.07 Kb)
Download/View Lease Abstract RFI - Example Lease Small Office - REDACTED.pdf
Description: Sample Lease - Small Office
Lease Abstract RFI - Example Lease Primary Residence... (6,266.46 Kb)
Download/View Lease Abstract RFI - Example Lease Primary Residence CMR - REDACTED.pdf
Description: Sample Lease - Primary Residence
Lease Abstract RFI - Example Lease Large Office - RE... (8,633.78 Kb)
Download/View Lease Abstract RFI - Example Lease Large Office - REDACTED.pdf
Description: Sample Lease - Large Office
Contracting Office Address :
1735 N. Lynn St.
Arlington, Virginia 22209
Place of Performance :
Arlington, Virginia 22209
Primary Point of Contact. :
Patrick T. Dermidoff
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