Personal Property Management System

Solicitation 9594CS26Q0025 Personal Property Management System 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 Personal Property Management System delivered as a Software as a Service (SaaS) solution that is FedRAMP Moderate Authorized. 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 Web-based SaaS platform compatible with the current versions of Microsoft Edge and Google Chrome. C.2.2 Be FedRAMP Moderate Authorized and compliant with applicable federal security and privacy regulations. 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.2.4 Has the capability to: C.2.4.1 Scan asset tag barcodes with an RFID and traditional barcode scanning technologies; C.2.4.2 Scan and directly upload from CSOSA supported mobile iOS devices (e.g., tablets, smartphones) as well as dedicated handheld 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 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.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); -- 1 of 8 -- 9594CS26Q0025 Personal Property Asset Management System Page 2 of 8 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); C.4.4 Asset Tag/ID (e.g., unique barcode or RFID number); 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; 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 Asset Status (e.g., active, in-use, in storage, decommissioned, retired, disposed); C.4.16 End-of-Life (EOL) / End-of-Support (EOS); C.4.17 Disposal Date and Method; C.4.18 Replacement Schedule; and C.4.19 Funding Source / Cost Center (for financial and audit traceability). C.5 System Configuration and Setup. The Contractor shall: C.5.1 Configure the SaaS environment and user access in accordance with CSOSA requirements. C.5.2 Ensure seamless compatibility with CSOSA IT infrastructure, including specified browsers and mobile devices. C.5.3 Configure role-based access controls for up to a total of 33 users, strict segregation of duties, Multifactor Authentication (MFA) (PIV card), comprehensive logging, and audit mechanisms aligned with GAO internal control principles. -- 2 of 8 -- 9594CS26Q0025 Personal Property Asset Management System Page 3 of 8 C.6 Training. C.6.1 The Contractor shall conduct the following live, virtual training sessions via Microsoft Teams. All training sessions, material reviews, and final delivery must occur entirely within the base period of performance. Class Type Sessions Maximum per Session Total Users Administrator Training 3 6 6 Property Custodians 5 15 27 Note: The above table identifies the total users by role and the maximum capacity allowed per individual session. Attendance at any single session shall not exceed the stated "Maximum per Session" limit. The Contractor is required to provide all scheduled training sessions, even if all total users have been trained prior to all sessions being completed. C.6.2 The Contractor shall digitally record all training sessions and provide the video files to the Contracting Officer’s Representative (COR) as part of the training materials specified in C.6.3…