Property Management Support Services

This is not a solicitation announcement. This is a Sources Sought Notice only. The following describes an overview regarding the requirements for the Transportation Security Administration (TSA) Office of Property Management (OPM). This requirement is for support at TSA Headquarters in Arlington and five (5) Field Offices across the contiguous United States, to maintain the Property Management, Administrative and Fleet functions which include: preparing of TSA's financial statements and ensuring that property accountability records, and reporting, accurately reflect TSA's physical inventory results in order to maintain an unqualified audit opinion. This sources sought neither constitutes a request for quote or proposal, nor does it restrict the Government to an ultimate acquisition approach. This sources sought should not be construed as a commitment by the Government for any purpose. It is a request for information from sources that may be able to provide the services described herein. The Government is not obligated and will not pay for any information received from potential sources as a result of this Sources Sought Notice. All organizations are encouraged to respond. The NAICS code for this Sources Sought Notice is 541614. If a company feels that another NAICS code would better define the primary work being performed, then please provide that NAICS code and rationale for using it. Small businesses are highly encouraged to participate. When submitting a response please indicate your company's small business type.. Any response to this RFI will become the property of the Government and will not be returned. Information received will be used strictly for validation purposes only. **Property Management (Headquarters and Field Office): Support will be required in the development and maintenance of TSA Office of Property Management (OPM) policies and procedures. Policy and guidance includes accountability, management and control of TSA assets; utilization and disposal; inventory asset management, asset movement and reporting. New and existing policies will need to be continuously reviewed and updated for changes in regulations and requirements. This would include, but is not limited to, the Federal Management Regulations (FMR), the Acquisition Management System (AMS), Office of Management and Budget (OMB) bulletins and circulars, Federal Accounting Standards Advisory Board (FASAB) standards and concepts, Joint Financial Management Improvement Program (JFMIP) system requirements, Departmental Management Directives (MD), Federal Acquisition Regulations (FAR) and Executive Orders. Support will be required for management and accountability of approximately 60,000 TSA assets with an estimated value of $3.5 billion. These assets are located at over 460 locations, including, but not limited to, TSA Headquarters in Arlington VA, approximately 440 facilities within the contiguous states and ten (10) outside of the contiguous states (U.S. Territories). Annual inventory campaigns will be conducted to verify the existence of these assets by using bar code readers or scanners and Radio Frequency Identification technology (RFID) to capture the data and reconciling the data at inventory locations prior to departure and assisting personnel with the preparation of Reports of Survey as needed. Annual inventory campaigns are conducted from February through August, reconciliation is conducted from August through October and planning is conducted from November through January. This will require inventory personnel to travel approximately 50% per year to conduct the inventory campaign and reconciliation. Support the development and maintenance of policies and procedures related to accountability and control practices and operations. Policy and guidance may include, but is not limited to, property accountability, management and control of TSA assets; utilization and disposal; inventory asset management, asset movement and reporting. New and existing policies will need to be continuously reviewed and updated for changes in the governmental environment. This would include but is not limited to the Federal Management Regulations (FMR), the Acquisition Management System (AMS), Office of Management and Budget (OMB) bulletins and circulars, Federal Accounting Standards Advisory Board (FASAB) standards and concepts, Joint Financial Management Improvement Program (JFMIP) system requirements, Departmental Management Directives (MD) and Federal Acquisition Regulations (FAR). TSA OPM is responsible for the implementation, support and the effective use of the TSA property management system of record (Sunflower Systems) through the development of business process procedures and training programs. **Office Administration: Utilize Microsoft Office products to assist OPM Staff with general business, administrative and clerical support functions to include: managing database spreadsheets, filing, preparing memos, briefs, presentations, etc.; maintaining TSA OPM's records management; developing and maintaining TSA OPM's annual Career Development Plan; supporting the transit benefit distribution program on an as-needed basis; scheduling meetings; updating division calendar for Director and Branch Chiefs. Administrative support is also required to accomplish outreach initiatives regarding TSA OPM's mission and program throughout TSA Headquarters, facilities, and field activities. This includes the creation and dissemination of existing and new information using formats such as fact sheets, user guides, brochures, flyers, posters etc.; photocopying and mailing information to prescribed mailing list members will be required for the various OPM Programs (Policy, Systems, Fleet, Parking, and Transit). **Information Systems Support: Utilize Sunflower Asset Management System (SAMS) version 3.7.1 to create Structured Query Language (SQL) scripts for extraction of data from an Oracle database for use in property management reports is required. Research, compile, and manage data. Analyze and evaluate objective policies, procedures, resource applications and other aspects of the office's system related programs. Support all property management system audit activities and update the property management system accordingly. This support will encompass the following: Provide comprehensive support for Sunflower Asset Management System (SAMS), TSA's official system of record for asset management; provide analysis for SAMS requirements determination, gap analysis and systems testing; construct procedures and related reports to support the monitoring of property management system for data quality. Researches, compiles, and manages data, analyzes and evaluates objective policies, procedures, resource applications and other aspects of the office's system related programs; Support all property management system audit activities and update the property management system accordingly; Support the reconciliation of accountability records, as well as the - financial to physical property record reconciliation; Support the conversion and migration of TSA assets to Sunflower, perform quality assurance checks to ensure that manual data migration is error free; Developing and documenting change and access control procedures; Assisting with developing and execution of software test plans; Assists with modifying and updating system procedures; Build and analyze reports to assist in the monitoring of the Sunflower Assets for data integrity; Provide customer service support for TSA Sunflower users; Managing all user requests; additions, deletions and modifications to site or access level; maintain catalog of manufacturers within the system of record; Participating in working groups and program committees **TSA Fleet and Transportation: TSA OPM requires support in the management and implementation of the Headquarters Fleet, Parking and Transit Benefits programs. This will encompass tracking vehicle usage/reservations, scheduling maintenance, shuttling vehicles to repair facilities, regular patrols of parking garage to ensure vehicles are parked properly/issue citations and enter same in database, distribution of parking passes and general administrative duties. The contractor shall support TSA's Fleet Operations at the Headquarters and Field level. TSA HQ operates a Motorpool of approximately 15 vehicles, and operates an additional 1,800 vehicles at TSA field locations. The contractor shall provide on-site support at TSA Headquarters as follows: The contractor shall track HQ Motorpool Government vehicle usage/reservations, scheduling, and maintenance in accordance with manufacturer's recommendations. Contractor shall also drive Government vehicles to and from refueling and maintenance facilities, and shall maintain a valid state driver's license; Refuel HQ Motorpool vehicles with alternative fuel to the maximum extent possible and track alternative fuel use information and provide monthly data to the COTR; Review and respond to accident reports submitted by field vehicle drivers. Responses would include requests for missing documentation, approval to repair the vehicle, and general guidance in accordance with standard operating procedures; Track TSA employee usage of transit benefits and provide monthly data to the COTR; Support garage renovation and repair activities by: informing affected TSA employees of parking space changes, tracking available parking spaces, and creating temporary signage; Contractor shall conduct weekly patrols of the HQ parking garage and ensure that vehicles are parked properly in accordance with TSA parking policy; Contractor shall issue citations to vehicles in violation of TSA parking policy, track Citation information and provide monthly data to the COTR; Distribute parking passes on as monthly basis to TSA HQ employees who did not register during the required time period; Maintain motor pool vehicles in working order, ensure maintenance/repairs are timely, and that vehicles are in compliance with the TSA Directives policies. Driving government vehicles will be required for this position (valid state driver's license); Conduct regular patrols of the parking garage to ensure that vehicles are parked properly (handicapped, reserved, no parking areas, etc.) Enter citations into a database and tracked for frequency of offenses. **Submission: Send one electronic copy in machine-readable format compatible with Microsoft Office 2003 products to Sandra.Oliver@dhs.gov. Responses to this Sources Sought must be received no later than 12:00 p.m. Eastern Standard Time on Tuesday, May 13, 2008. Page limit: Responses to this Sources Sought Notice shall be limited to NO MORE THAN 8 pages. Any material received is treated as a public document. If copyrighted material is sent in response to this RFI then a statement waiving that copyright for use by TSA is required and a limited waiver of copyright that allows TSA evaluation members to make up to twenty-five (25) copies for review purposes is required. Any questions regarding this RFI should be sent to: Sandra Oliver at Sandra.Oliver@dhs.gov.