MODIFICATION
D -- Enhancements to the TTB Specific Filemaker Pro Database
- Notice Date
- 8/4/2006
- Notice Type
- Modification
- NAICS
- 541511
— Custom Computer Programming Services
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, National Cancer Institute, Office of Acquisitions, 6120 Executive Blvd. EPS Suite 600, Rockville, MD, 20852
- ZIP Code
- 20852
- Solicitation Number
- RFQ-NCI-60115-NV
- Response Due
- 8/15/2006
- Archive Date
- 8/30/2006
- Point of Contact
- Deborah Moore, Contract Specialist, Phone (301) 402-4509, Fax (301) 402-4513, - Renita Smith, Contract Specialist, Phone 301-496-8612, Fax 301-480-0241,
- E-Mail Address
-
dm170b@nih.gov, rs442i@nih.gov
- Description
- Arrangements have been made for contractors to view the database. Site visit will be help August 9, 2006 at 10:00 am. Please meet at the following location: National Cancer Institute-Office of Acquisitions, Purchasing Support and Acquisition Branch, 6120 Executive Boulevard, Room 6070, Rockville, Maryland 20852-7194. This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This solicitation RFQ-NCI-60115-NV includes all applicable provisions and clauses in effect through FAR FAC 2005-11. The National Cancer Institute (NCI), Technology Transfers Branch (TTB) plans to enter into a contract with an organization to enhance the current Technology Information Management System (TIMS) database with enhanced features and re-program TIMS to maximize features of FileMaker 8.0 or most current version. The North American Industry Classification code is 541511, and the business size standard is $21M. This solicitation is set-aside for small businesses. Background: General Description: The Technology Transfer Branch (TTB) of the Federal Government?s National Cancer Institute (NCI) converted eight (8) individual and separate flat files of varying record size from FileMaker Pro (FMPro) version 4.1 into a FMPro 6.0 relational database referred to as the Technology Information Management System (TIMS). Contracts have been awarded to design the new relational database, to design a user interface, and build the database. The TTB now requires FMPro expertise to upgrade and enhance the database. Evolution of Requirements: A self-designed ?unrelated? FMPro system had been used by TTB for the management and tracking of mission-related work since the early 1990s. In the late 1990's TTB determined that the number of records and the needs of the office had outgrown the capabilities of the ?unrelated? database system. A relationally designed database to most efficiently maintain the integrity of and standardize the entry of data, to track mission-related efforts and to produce accurate and cogent reports was developed and has been in use since November 2002. TTB continues to enhance TIMS to meet the changing needs of NCI and TTB. Those needs include new technology transfer requirements, specialized reporting to the Office of the Director, NCI, and changes in TTB procedures. Purpose and Objective: The TTB is responsible for negotiating agreements between NCI scientist and private sector companies for the collaborative development of federally funded bio-medical research into commercially successful products. The Main focus of these collaborative efforts is to produce commercial products that will improve the public health. In addition, the TTB is also a Competitive Service Center (CSC) for technology transfer. Under the CSC, the TTB negotiates agreements for 10 other Institutes of the National Institutes of Health. One of the responsibilities of these collaborative agreements is to track the agreement negotiations from initial request to execution of the agreement, and through agreement expiration to final destruction of the physical file itself. This process can span several years and involve many tracking dates. TTB currently negotiates eight different types of agreements for the NIH. The specific objectives of this procurement are to: 1) enhance the current TIMS database with enhanced features such as reporting, advertising, action items, etc. and 2) re-program TIMS to maximize the features of FileMaker 8.0 or most current version. Statement of Work: CONTRACTOR REQUIREMENTS Specific Tasks to be Performed: The contractor shall provide technical skills, insights and expertise on FMPro database development and implementation. The contractor shall be a certified FileMaker Pro 8 developer. Due to the complexity of the information that is tracked in the TIMS database, the many inter-relationships of the various agreements, and the need to obtain and integrate into TIMS data from other databases which are written in different programming languages, the contractor shall have at least 10 years FMPro experience in order to perform the work. TTB shall provide all TTB mission-related information necessary to develop the database upon execution of contract. 1. Add additional features to the database from the list of projects below. The order in which additional features are selected to work on will be determined by a variety of factors such as needs of TTB, logical progression depending on re-programming (see 2 below), etc. 2. Re-program the current TIMS database in FileMaker Pro 8.0 to maximize the features of version 8 and enhance the current database structure, file structure and user interface and produce a Beta version: The contractor shall build all of the files with field definitions, create relationships between the files, show related data, and put business rules and constraints in place on field values. The contractor shall test the system for: 1) the database and file structure design, 2) the user interface for functionality. Once the system is upgraded, tested, and bug free, the Contractor shall provide a beta version to TTB for testing. The contractor shall install the Beta version on TTB's server and on 5 TTB staff members' computers. TTB Staff shall use the beta version for 10 business days and provide comments to the Project Officer. The Project Officer shall inform the Contractor of all comments. Corrections and changes shall be made by the Contractor within 30 days from of receipt of comments and corrections. The Contractor shall provide the final version of the system in a client/server format for about 51 TTB staff members. 3. The final product shall be Section 508 compliant. PROJECTS LIST: 1. Reports: a) Add ability to design or customize individual reports. b) Add/enhance ability to easily export report information into Word or Excel 2. Search Function: a) Enhance the search capabilities so they are more flexible and robust b) Add the ability to remove or omit specific records from a found set 3. General a) Create the ability, like in old FMPro to move from record to record in a found set without going back and forth to a list of records. b) The scroll feature needs work so that when you have scrolled down a list of records, selected and examined one record, and come back to the main screen, you will go to the record you selected and not up to the top of the list as it currently is set. [it is called Sticky Portal] c) Ability to add text to modules/records d) Link the status to the date field e) Add Spell Check option so that it offers ability to add names, etc. so they don?t come up again and again. [This may be a standard feature in FMP 8+] f) Make fields with pull down menus not modifiable 4. CRADA Module a) Program the amendments window to allow for page breaks and multi-page documents. b) Make it easier to generate a CRADA amendment c) The Amendment Form Header pulls from the same updated fields as the Clearance form, yet the information required for each is different. Program so it pulls in the current information in its fields, not the new information being added via the amendment. The latter should be captured in the body of the amendment. d) When the months for a CRADA amendment extension are entered in the record, have the expiration date be automatically recalculated by the system. e) Appendix C Language Changes table searchable for each paragraph and ability to review the language. 5. CTA Module a) Add Negotiator field and a specialist field in the CTA module as exists in all other agreement modules. 6. AdOps Module a) Redesigned 7. Extramural Invention Waivers a) Redesigned 8. Letters and Memos a) Have the ability to save modified letters for specific agreements within the agreement record in TIMS. [As a PDF file would be best. This would be helpful in moving to a ?document management system?. Should also consider adding patent document to the EIR record, these document could include: OTT recommendation, original EIR, patent application, etc.] b) Have ability to print address labels from the contacts/org modules and to have the address merge into a letter. 9. EIR Module a) Add Automatic Action item to generate a report if the future ?Cost Sharing? button is added. b) Add ability to pull the issued patent from USPTO website. This is relatively easy since there is a specific web-link for each Patent. I am sure this could be applied to the published patent applications, including foreign patents and patent applications. We just need the web-link information. c) Add ability to add post TRG items, similar to TRG Requests. This would help tracking the transactional development items in an EIR. 10. Action Items a) Move the Action Items toward an Agreement History, that is, remove the comments field and make every ?comment? and Action Item a ?History Item? b) Certain action items should be a mandatory part of what we do (one year post provisional, 18 months post PCT filing, 3 months prior to CRADA expiration, 2 months prior to CRADA LOI expiration). TTB to decide what things need to be mandatory action items, then Colleen will need to program. 11. Ability to set non-PHS/NIH contacts on Signatory List. Currently the user can only designate PHS/NIH Contacts as ?signatory?. We need this function to identify a non-PHS/NIH Contact as signatory so their name appears on an agreement signature block. 12. Create and store .pdf of agreement related documents If standard NIH document with no modifications then .pdf of signature page is scanned, imported to TIMS and stored If standard NIH document with modifications then .pdf of entire document is scanned, imported to TIMS and stored If non-standard NIH document then .pdf of entire document is scanned, imported to TIMS and stored If printing an agreement, have the option to add a PDF file into TIMS (or specific location) See idea below (next bullet) for printing letter/memos/forms. (All scanned document are sent to a "default" location and stored so TIMS knows where to find them) 13. Have a feature added which asks User "is this final?" when printing letter/memo/internal document. This would eliminate the multiple Automatic Action Items when documents (Letters/Memos/Forms are printed multiple times before the User is satisfied. If yes, then --> (a) TIMS generates an automatic .pdf, stores it in the record (allowing for retrieval/usage at later time) (b) Generates automatic action item If no, then --> (a) no .pdf file is generated or stored (b) no automatic action is generated 14. Incorporate QC into the TIMS fields: ?Specialist? is filled in. Status and Date fields match  If status is ?active? then execution date is completed  If status is ?expired? then expiration date has past  If status is ?terminated? then termination date is complete  If status is ?withdrawn? then withdrawn date is complete For CRADAs make sure ?Type? is not empty For CRADAs if status is active, then Abstract field is complete For CRADAs if status is active, then term is not empty CTAs if status is active, then ?materials field is not empty For EIRs NIH Reference number matches the appropriate type and status For EIRs if the status is filed, then the filing date is not empty For EIRs, if the type is EIR then the date received is complete 15. Add a ?sub-status? field to cover an EIR moving to Research Tool 16. Add a ?Project? drawer, to track non-agreement projects. The ?Project? drawer would allow the User to ?link? to other agreements such that a Project could lead to an agreement. 17. Add ERROR message to MTA record if Material information (Developed under grant, Research of Human Subjects, 45 CFR Part 46 & Assurance number) are not filled out. Make this section stand out in the record (change text to red?) 18. Re-design or re-word or if possible, get rid of error message created when TIMS is incorrectly exited by User. 19. Add a field to MTAs for "Protocol Number". In light of the new human subject assurance documentation, it would be helpful to have this field. DATABASE SPECIFICATIONS:. User Interface will be designed for 17 inch monitors with industry standard Web dimensions 1024 X 768 Pixels Period of Performance: The period of performance for this effort begins 2006 Sep 15, or date of award whichever is later, for a period of one (1) year from issuance of official purchase order. Government Responsibilities: 1. The TTB will furnish all necessary data and other information regarding TTB's business logic for Agreement Negotiations, Patent Prosecution, Licensing and Trademark prosecution and licensing. 2. The TTB will test and provide in writing any changes needed to the beta model. The TTB will review, test and give final approval on the final database. Reporting Requirements and Deliverables: 1. Invoices for work performed will be submitted upon completion of each of the aforementioned projects to the Project Officer. The Project Officer will review and give approval and then forward to the appropriate agency within the NCI for payment to the Contractor. 2. The Contractor shall provide the Beta version of the system in a client/server format for 5 TTB staff members. 3. The Contractor shall provide the final version of the system in a client/server format for about 51 TTB staff members. 4. At the end of the contract, the Contractor shall provide the TTB with all documentation that may be necessary for the TTB to maintain, manage, modify, etc. the new FMPro database. This will include at least the following written documentation: all field definitions; all scripts, calculations, and value lists; established relationships among fields; business rules and constraints; etc., detailing how the TTB's new FMPro database runs. Program Management and Control: The database will be developed so that a TTB staff member with FMPro experience can maintain, manage and modify the database once the final database has been delivered and the contract has ended. Inspection and Acceptance Criteria: Beta version: The CSC and selected TTB staff will test the beta version and data conversion and either provide comments or give written approval within 10 business days of receipt. The contractor will be available either by phone, e-mail, or in person to provide additional training in how to use the Beta model. All comments or approval will be given in writing to the contractor by the project officer. Final database: The contractor shall deliver the final product to all TTB staff for review and approval. All data shall be moved to the final version at this time and the system will go "live". All TTB staff will receive basic training in using the new database at the time the system goes "live". TTB will have 4 weeks from the time the system goes live to provide comments in writing back to the contractor for modifications and corrections to the database to then finalize the database. TTB will be looking for problems and errors in data conversion, poor flow of data-entry, problems and errors in calculated fields, scripting errors and problems, etc. All comments or approval will be given to the contractor in writing by the project officer. For one month after acceptance of the database, the Contractor shall be available by phone, email, or in person to troubleshoot and correct any errors or problems in the system. All requests for changes will go through the Project Officer. During this 30 day period, the contractor shall also be available to provide consulting services to TTB staff member who is maintaining the database. Qualifications: The selected contractor shall have demonstrated ability and expertise in relational database design and database development using FileMaker Pro software. The selected Contractor shall have demonstrated ability in using FMPro version 8.0 or higher and be a certified FMPro version 8 developer. Evaluation criteria: Offerors should demonstrate their ability and expertise in relational database design and database development by describing previous work, and by writing a work proposal based on the SOW. Offerors should submit their corporate history detailing their ability and attach a resume of proposed staff member(s) who will be performing the work. Offers will be evaluated based on the following technical criteria. The technical portion of the proposal will receive paramount consideration in selecting a vendor. However, price will also be a significant factor in the event that two or more vendors are determined to be essentially equal following the evaluation of technical factors. Technical evaluation will be performed by a NCI technical committee. The below technical evaluation criteria will be used by the Government when reviewing the technical portion of the quotation. The criteria below are listed in the order of relative importance. 1) Technical approach to work described (45 points); 2) Corporate Experience (45 points); 3) Experience of Staff (5 points); 4) Past Performance (5 points); and 5) Costs ? is a consideration but not scored. Technical approach to the work described : (45 points) Training to be provided to TTB staff on using the final database system provided by the Contractor shall be detailed in the proposal. The offeror shall demonstrate the techniques, methods, and processes the offeror plans to use to successfully accomplish the major tasks specified in the Statement of Work (SOW). In addition the offeror??s proposal shall demonstrate their understanding of the SOW by expressing the concept of the technical approach that clearly shows a grasp of the range and the complexity of the work, to include, but not be limited to, demonstrating knowledge and understanding of specified tasks within the SOW. Corporate Experience: (45 points) Demonstrate experience in designing and developing a relational database using FileMaker software that are similar in scope and complexity to the TIMS database described in the SOW. Experience of Staff: (5 points) At least one staff member must be a FileMaker Certified Developer. Past Experience: (5 points) The Government shall evaluate the quality of the offeror?s past performance based on knowledge obtained from previous contracts provided by the offeror, as well as other relevant past performance information obtained from other sources known to the Government. The offeror shall submit a minimum of three (3) references, at least one (1) being a Federal Government/Agency where work was performed similar to the Statement of Work of this requirement. The references shall include, a contact name, address, and telephone of the Contractor?s representative. Technical proposal: Proposals shall contain information regarding the technical approaches of the Offerors / Vendors, including the capabilities and plans of the Offerors / Vendors for provision of all of the services and products described in the aforementioned contractor requirements. Information submitted will be used in the evaluation of your quotation. Therefore, your response to this solicitation should be complete, as it must stand on its own and be responsive to all technical evaluation criteria. Provisions and clauses: The following FAR provisions and clauses apply to this acquisition: FAR 52.212-1, INSTRUCTIONS TO OFFERORS-COMMERCIAL ITEMS FOR SIMPLIFIED ACQUISITION; FAR 52.212-3, OFFEROR REPRESENTATIONS AND CERTIFICATIONS ? COMMERCIAL ITEM ? WITH DUNS NUMBER ADDENDUM; FAR 52.212-4, CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES, OR EXECUTIVE ORDERS-COMMERCIAL ITEMS-FOR SIMPLIFIED ACQUISITION. FAR CLAUSE 52.219-6, NOTICE OF TOTAL SMALL BUSINESS SET-ASIDE. The following FAR clauses cited in paragraph (b) of the clause at FAR 52.212-5 are also applicable to this acquisition; FAR 52.222-26; EQUAL OPPORTUNITY; FAR 52.222.35, AFFIRMATIVE ACTION FOR DISABLED VETERANS AND VETERANS OF THE VIETNAM ERA; FAR 52.222-36, AFFIRMATIVE ACTION FOR WORKERS WITH DISABILITIES; FAR 52.222-37, EMPLOYMENT REPORTS ON DISABLED VETERANS AND VETERANS OF VIETNAM ERA; FAR 52.225-3, BUY AMERICAN ACT SUPPLIES; AND 52.232-34, PAYMENT BY ELECTRONIC FUNDS TRANSFER-OTHER THAN CENTRAL CONTRACTING REGISTRATIONS. Full text copies of the FAR Terms and Conditions and other cited provisions may be obtained on line at the NCI website at http://amb.nci.nih.gov or from Deborah Moore, Contract Specialist at dm170b@nih.gov or (301) 402-4509. Please note: All contractors must be registered in the Online Representations and Certifications Applications (ORCA) in order to receive an award. Please refer to http://orca.bpn.gov in order to register. In addition, contractors must be registered in the Central Contractor Registration (CCR) www.ccr.gov. Offers are due August 15, 2006 at 1:00 p.m. EDT. Facsimile and email submission are NOT authorized. Offers must be in writing and should be submitted as follows: (1) one original and three copies of a completed SF 1449, signed by an individual authorized to bind the organization; (2) one original and three copies of the technical proposal; (3) copy of the contractor ORCA validation/registration; (4) acknowledgment of amendments, if any. Offers and related materials must be submitted in writing to Debbie Moore at the listed address. Offers that fail to furnish the required information or reject the terms and conditions or statement of work of the solicitation may be excluded from consideration. Please cite the solicitation number RFQ-NCI-60115-NV on your offer. Any questions must be submitted in writing and may be e-mailed to dm170b@nih.gov or faxed to 301-402-4513. It is the vendor?s responsibility to call 301-402-4509 to insure questions have been received.
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