Personal Property Management System

Solicitation 9594CS26Q0025 – Amendment 0001 Personal Property Management System Revised Attachment J-1: Statement of Work C.1 Background. C.1.1 The Court Services and Offender Supervision Agency for the District of Columbia (CSOSA) is an independent agency in the executive branch of the federal government with approximately 1,000 employees. CSOSA is responsible for supervising adult offenders who are on probation, parole, or supervised release in the District of Columbia. The Agency’s mission is to promote public safety, reduce recidivism, support crime prevention, and ensure fair administration of justice. C.1.2 This Statement of Work is for the purchase of a commercially available Personal Property Management System delivered as a Web-based Software as a Service (SaaS) solution that is deployed in a FedRAMP Moderate Authorized cloud environment. C.1.3 There are two separate organizations (CSOSA and Pre-Trial Services Agency (PSA)) which manage property in this system with a total of 6 administrators and 27 property custodians (end-users). C.2 System Requirements. The Personal Property Management System shall: C.2.1 Be a commercially available Web-based SaaS platform solution compatible with the current versions of Microsoft Edge and Google Chrome. C.2.2 Be deployed in a FedRAMP Moderate Authorized cloud environment and compliant with applicable federal security and privacy regulations. All cloud infrastructure, data storage, data processing, and system management/support must physically reside and be performed within the United States legal jurisdiction, and all administrative access must be restricted to U.S. persons. C.2.3 Support management of approximately 8,000–8,500 active assets, with the ability to collect, store, update, reconcile, and report on asset and location data. C.2.3 System Capacity, Data Volume, and Scalability. C.2.3.1 Support the operational management of an estimated 8,000 to 8,500 active assets, with the capability to accommodate fluid growth up to 10,000 active assets as new items are purchased, providing full functionality to collect, store, update, reconcile, and report on active asset and location data. C.2.3.2 Accommodate a total database volume of approximately 70,000 records, encompassing both active assets and historical/inactive asset records. The solution must ensure that historical records are retained, searchable, and accessible for auditing and reporting purposes without degrading system performance. C.2.4 Has the capability to: C.2.4.1 Scan asset tag barcodes with either an RFID and traditional barcode scanning technologies using either barcode-based technology, Radio Frequency Identification (RFID) technology, or a combination of both; C.2.4.2 Scan and directly upload from CSOSA supported mobile Apple iOS devices (e.g., tablets, smartphones) as well as CSOSA’s 6 dedicated handheld Motorola, MC 3000 scanners (e.g., Zebra MC3000 or equivalent mobile operating systems); C.2.4.3 Retire, transfer, or reassign assets without permanent deletion, preserving complete historical audit trails; C.2.4.4 Perform persistence offline scanning capability with subsequent synchronization controls and automated conflict/audit logs; and -- 1 of 9 -- 9594CS26Q0025 Personal Property Asset Management System Page 2 of 9 C.2.4.5 Perform persistence offline scanning capability with subsequent synchronization controls and automated conflict/audit log. C.2.5 Has configurable workflows supporting the end-to-end asset lifecycle management, including approvals and custody changes. C.2.6 Provide support for templated, standardized, and customizable reporting aligned with Government Accountability Office (GAO) internal control and audit requirements. C.2.7 Has multi-factor authentication. C.2.8 Automated Data Exchange. The system shall provide the technical capability to execute automatic, periodic batch updates of financial data (including asset capitalization, depreciation, and reporting) to Oracle Financials via REST API without requiring manual intervention. C.3 Reporting Requirements. The Personal Property Management System shall include the following reporting capabilities: C.3.1 Asset Inventory Reports (categorized by types, ownership, locations, and custodianship); C.3.2 Asset Lifecycle, Status, and Risk Reports (including warranty, repair, missing, retired, disposed, and risk indicators); C.3.3 Inventory Reconciliation and Audit Reports (identifying variances between physical counts and system records, discrepancies, and adjustments); C.3.4 Location and Space Reports (down to the building, datacenter, room, and workstation level); C.3.5 Barcode/Scanner Upload and Transaction Logs (with strict user and timestamp traceability); C.3.6 End-of-Life (EOL) and Replacement Planning Reports; C.3.7 Periodic Inventory and Certification Reports; C.3.8 Chain-of-Custody and Accountability Reports; C.3.9 Audit Trail and Change History Reports; and C.3.10 Custom/Ad Hoc Reporting Features. C.4 Required Input Fields. The Personal Property Management System shall support, store, and track the following data fields: C.4.1 Acquisition date; C.4.2 Asset Name; C.4.3 Asset Type (e.g., laptop, phone, equipment; specialized asset tracking); C.4.4 Asset Tag/ID (e.g., unique barcode or RFID number); Unique asset identification and tracking using either barcode-based technology, Radio Frequency Identification (RFID) technology, or a combination of both. C.4.5 Model Number; C.4.6 Manufacturer; C.4.7 Serial number; C.4.8 Description; C.4.9 Hardware specifications (e.g., CPU, storage, etc., when applicable); C.4.10 Operating System and Version (when applicable); C.4.11 Date Received / Date Placed in Service; C.4.12 Supported business function / program alignment; -- 2 of 9 -- 9594CS26Q0025 Personal Property Asset Management System Page 3 of 9 C.4.13 Physical location (building, floor, room, and workspace type (e.g., office, shared space, storage, field use); C.4.14 Asset Owner / Custodian; C.4.15 Ass…