Request for Information: Space Planning Data Management Software On-Prem Installation and Support Services

Quick Summary

The Executive Office of the President (EOP) Office of Administration (OA) is conducting a Request for Information (RFI) to identify contractors capable of providing Space Planning Data Management Software On-Prem Installation and Support Services. This RFI aims to modernize EOP's space utilization processes by implementing an integrated workplace management system (IWMS). Responses are due March 20, 2026.

Purpose

This RFI is for planning purposes only, seeking to identify contractors with capabilities to deliver and support a new IWMS. The EOP OA intends to replace current manual processes (Excel and AutoCAD) with a consolidated, single-platform solution for campus planning and space utilization across approximately 1.7 million square feet, 9 buildings, 50 floors, and ~3800 rooms, serving ~3700 employees. Responses may be used to down-select vendors for a future solicitation.

Scope of Work & Key Requirements

The requirement is for the implementation of a commercial off-the-shelf (COTS) space data management and planning software. The solution must be an on-premises installation, preferably utilizing Kubernetes (RKE2), and be air-gapped by default. Key services include:

• Providing equipment, server configuration, licenses, and services for a fully functional IWMS.
• Delivering updates, maintenance, support, patching, upgrades, and software assurance.
• Configuration services, including preparing drawings and data, uploading data, system setup, building reports/dashboards, defining business rules, testing, training, and implementation.
• Meeting White House Information Technology (WHIT) security standards, allowing for Single Sign On (SSO) via GoEntraID, Multi-Factor Authentication (MFA), and role-based permissions. FedRAMP is not required due to the on-premises nature.

Key Clarifications & Integrations

• Implementation: Government will procure hardware; vendors are responsible for installing and configuring hardware and the application. Government will configure the Kubernetes environment.
• Integrations: The IWMS must integrate with the government's on-premises HCM system and Pitney Bowes for parcel tracking, sharing accurate building locations. Integration with Jira (ticketing system) is not required at this time.
• Data Migration: No site, network, or change-freeze windows are anticipated.
• Support: A separate call order is anticipated for post-implementation support. Vendors may include recommended plans for this and for Disaster Recovery (targeting zero data loss, immediate resolution).
• User Roles: Anticipated user roles include 4 admin/analysts, 22 editors, and 20 viewers.

Submission Requirements & Timeline

• Questions: Were due by March 16, 2026, 12:00 PM EDT.
• Responses: Must be submitted via email to Heather Poindexter (Heather.L.Poindexter@oa.eop.gov) and Jeanniene Warner (Jeanniene.C.Warner@oa.eop.gov) by March 20, 2026, 12:00 PM EDT. Submissions should be in Microsoft Word or Adobe PDF format and include requested information from Sections IV and V of the RFI.
• Requested Information: Includes company details (UEI, CAGE, business designation), contract vehicles, capability statement, potential constraints/risks, contract type recommendation, Section 508 compliance, SAM registration confirmation, and likelihood of responding to a solicitation.

Eligibility & Contact

• Set-Aside: All business sizes are encouraged to consider submitting a response.
• Primary Contact: Jeanniene Warner (Jeanniene.C.Warner@oa.eop.gov)
• Secondary Contact: Heather Poindexter (heather.l.poindexter@oa.eop.gov, 202-881-8527)