GSA RFI: Reimbursable Work Authorization (RWA) Processing Replacement

Notice ID:  47HAA024N0008

Background. The Public Buildings Information Technology Service (PB-ITS) is a service within GSA IT that specifically supports GSA’s PBS. PB-ITS develops, deploys, and maintains IT solutions to support multiple PBS business lines in their mission to deliver effective and sustainable workplace solutions to Federal agencies at the best value.  Best-value workplace solutions are, in part, achieved due to innovative and effective approaches to project execution, collaborative relationships between national and regional offices, and accurate and timely information made available to project teams and internal and external stakeholders.

This RFI aims to gather information on systems and platforms available in the marketplace to improve the automation and management of Reimbursable Work Authorizations (RWA). An RWA is an interagency agreement between PBS and a customer agency whereby PBS agrees to provide goods and/or services and the customer agency agrees to pay PBS for the cost of the goods and/or services, including PBS’s indirect costs and fees. Any above-standard service not included in a Rent agreement but requested by the client agency is reimbursable, and thus, PBS must receive an RWA from the client agency to fund these additional services. The solution shall allow GSA customers to submit work requests, which are routed to various POCs for review, processing, and approval, resulting in a formal interagency agreement, an RWA, to execute the requested work.

Description of Need. The  RWA  system  is  a  web-based  system  that  serves  Public  Building  Service  (PBS)  as  a centralized  repository  for  managing  Reimbursable  Work  Authorization  (RWA)  information.  It manages PBS active RWAs via the GSA Form 2957 and includes the ability to:

• Create, modify, and close RWAs in real-time
• Access the original RWA and subsequent amendments on-line; and
• Review and report obligations, commitments, costs, and balances In order  to  effectively  manage  an  RWA  throughout  its  lifecycle,  the  application  has  multiple functions:
• Add a  new  Work  Request/RWA:  Through  the  current  system,  users  are  able  to  add  and submit a new Work Request/RWA to the system.
• Provide data  validation:  the  system  quality  controls  the  data  entry  done  by  users  and ensures  all  required  data  is  complete  and  accurate  before  allowing  the  package  to  move  to the next phase
• Modify /  Amend  an  existing  RWA:  through  the  current  system,  users  are  able  to  modify or amend an RWA that has already been submitted to the system.
• Oversee an  RWA:  Regional  Administrators  and  System  Administrators  (SAs)  are  able  to administer RWAs.
• Search for  RWA  information:  the  current  system  users  can  search  for  specific  RWA  In  most  cases,  the  user  is  able  to  enter  the  data  directly  in  the  field  or  click  a  search  icon to enter search criteria.
• Add/Modify/Delete Estimates:  users  can  add,  modify,  and  delete  estimates  in  the  current system against their own RWAs.
• Upload documents:  Users  can  upload  support  documents  to  the  current  system  as  the official system of record for all RWA information …

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