SOLICITATION NOTICE
70 -- SINGULARITY SYSTEM FOR AFIT/ENE TO DIGITIZE ALL OF AFIT's ACADEMIC RECORDS MAINTENANCE AND WORKFLOW MANAGEMENT REQUIREMENTS
- Notice Date
- 9/13/2006
- Notice Type
- Solicitation Notice
- NAICS
- 541511
— Custom Computer Programming Services
- Contracting Office
- Department of the Air Force, Air Force Materiel Command, ASC - Aeronautical Systems Center, 2275 D Street, Wright-Patterson AFB, OH, 45433-7218
- ZIP Code
- 45433-7218
- Solicitation Number
- Reference-Number-FA8604-06-C-7014
- Response Due
- 9/27/2006
- Archive Date
- 10/12/2006
- Description
- This is a combined synopsis/solicitation 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 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions/clauses are those in effect through Federal Acquisition Circular 2005-12. This is a Brand Name requirement in accordance with FAR 6.302-1(c). This requirement is to purchase the Hershey Systems, Singularity Transcript Model Academic Records Management System for the Air Force Institute of Technology (AFIT) Graduate School of Engineering and Management. This RFP has the following line items: CLIN 0001: Software (Firm Fixed-Price) To purchase software in accordance with the Performance Work Statement (PWS) dated 12 Sep 06. CLIN 0002: Labor (Firm Fixed-Price) To provide consultation services for initial software application in accordance with the Performance Work Statement (PWS) dated 12 Sep 06. CLIN 0003: Labor (Time and Material) To provide software installation and integration and training services in accordance with the Performance Work Statement (PWS) dated 12 Sep 06. CLIN 0004: Travel (Cost Reimbursable)(Estimated $5,000.00) Travel Costs necessary to support AFIT's Academic Records Management System in accordance with the Performance Work Statement (PWS) dated 12 Sep 06. OPTIONAL CLIN 0005: Software Maintenance (Firm Fixed-Price) in accordance with the Performance Work Statement (PWS) dated 12 Sep 06. The purchase of this software includes a 16 day delivery; 5 days for initial software consulting; two months for software installation, integration and training; and one option to procure software maintenance for one year. Ship to: AFIT/SCX, 2950 Hobson Way, Wright-Patterson AFB, OH 45433-7765. Delivery is 30 days after receipt of order. FOB Destination, net 30 days payment terms. Mr. Michael Higgins, ASC/SYA, Bldg 572, 1790 10th St, Room 203, Wright-Patterson AFB, OH 45433-7630, (937) 255-6005 has been appointed as Ombudsman. The purpose of the Ombudsman is to communicate concerns, issues, disagreements and recommendations to the appropriate government personnel. The Ombudsman does not participate in the preparation of solicitations, evaluation of proposals or source selection process and does not diminish the authority of the contracting officer. Any questions regarding this acquisition should be directed to buyer at the e-mail address or phone number listed above. BRAND NAME JUSTIFICATION I. Contracting Organization Services and Specialized Contracts Division (ASC/PKW) Information Technology Branch (ASC/PKWI) Bldg 16 Room 128 2275 D Street Wright Patterson AFB, OH 45433-7228 II. Description of Action This requirement is to purchase the Hershey Systems, Singularity Transcript Module Academic Records Management System for the Air Force Institute of Technology (AFIT) Graduate School of Engineering and Management. The purchase of this software includes a 16 day delivery; 5 days for initial software consulting; two months for software installation, integration and training; and one option to procure software maintenance for one year. The contract type will be Firm-Fixed price and Time and Material. III. Description of Supplies/Services AFIT/ENE is looking to address a number of areas for improvement in it?s? academic records management system (ARMS). In order to support the establishment of a standard ARMS for use by all of Air University (AU), AFIT requires the Hershey Systems, Singularity Transcript Module Academic Records Management System being used by and Community College of the Air Force (CCAF), and that will provide the following functions and features: 1. Provide full featured document capture supporting bar-code capabilities and extended batch capture and indexing capabilities. 2. Provide a robust capture system for scanning and extracting data from hard copy transcripts. 3. Identify duplicate and supplemental transcripts to achieve greater productivity. 4. Provide ability to send and receive transcripts using any of the currently available encoding protocols. 5. Provide integration capabilities with nearly any student ERP system whether open, legacy or custom. 6. Be a highly scalable, fully encapsulated web-based application infrastructure incorporating an imaging repository, imaging editing functionality, collaborative workflow, and rapid development functionality. IV. Authority 10 USC 2304(c)(1), as implemented by FAR 6.302.1(c) V. Applicability of Authority The Air Force Institute of Technology?s Graduate School of Engineering and Management has a critical requirement to digitize all of it?s academic records, and leverage workflow management software and technology to significantly improve admissions processes and make more efficient use of scare resources. As part of the Air Force?s initiative to reshape the force and make resources available to recapitalize/modernize aging weapons systems, AFIT will reduce its manning. As a part of Air University (AU), AFIT has a requirement to utilize AU standard academic products that meet our mission requirements and that are implemented by other elements of AU to the greatest extent possible. In 2005, the Community College of the Air Force (CCAF) acquired the Singularity program developed by Hershey to manage their academic records. Representatives from AFIT visited CCAF to observe the program?s operation, and to verify that it will meet our requirements. It was determined by our technical and functional experts that Hershey?s Singularity program acquired and used by the CCAF will indeed satisfy all of AFIT?s academic records maintenance and workflow management requirements. The Singularity suite of software is the only known product that offers the complete functionality that AFIT requires, that is 100% compatible with the CCAF?s VI. Efforts to Obtain Competition Synopsis of Proposed Actions: Yes Other Actions: See below Paragraph VIII ? Market Research VII. Fair and Reasonable Costs Fair and reasonable price determination will be made based upon the results from various tools such as market research, historical information and reviewing other contracts for similar work. VIII. Market Research To prevent future acquisitions of this type, AFIT will continue to monitor technical developments in this field and conduct market surveys to determine alternate sources of supply. IX. Other Facts The Singularity suite of software is the only known product that offers the complete functionality that AFIT requires, that is 100% compatible with the CCAF?s ARMS without any modification or tailoring, and is being successfully used by other universities. AFIT has been unable to find any other system that meets all of these requirements. AFIT has a requirement to use the same ARMS being implemented by other units in Air University (AU) in order to achieve AU?s vision of a common system for the entire AU complex. If the Singularity suite is not purchased, then AFIT will be forced to continue to use the slow, and inefficient procedure of collecting paper copies of documents from potential students, route the paper files manually through the graduate school for review, and then maintain storage of all of the paper files. This manual process is not able to respond in a time frame required by the Air Force Personnel Center(AFPC) in support of making military member selections for an AFIT assignment. Currently AFIT is often forced to consider candidates without complete records because it would take too long to acquire the paper copies from institutions. This has resulted in some students attending AFIT that are less than fully qualified, and has placed them at increased risk of academic failure. The Singluarity suite will permit AFIT to receive records from institutions electronically in a matter of hours vs weeks, will permit rapid dissemination of records within the school for faculty and administration review, and will enable AFIT to meet the short time line required by AFPC to make school selections. Additionally, Singularity will provide the ability for officers to review their academic records on-line using web based technology. This will significantly reduce the time it takes for an officer to be notified that they are missing a document so they can acquire the document electronically from another institution in order to support their consideration for advanced academic degree education. Singularity will also be capable of replacing an ineffective system currently being used to manage the Air Force Officer Education Repository and will save AFIT over $5,000 a year in software license fees by not having to maintain two separate systems. X. Interested Sources We are not aware of any other interested sources for supplying this product, based upon the efforts to date. XI. Steps to Foster Competition AFIT will continue to query for commercially available software of this kind to determine if the capabilities meet the government's requirements. We will review technical publications, attend trade shows, and confer with other users so that future actions will be under full and open competition procedures. XII. Contracting Officer?s Certification The contracting officer?s signature on the Brand Name Justification signature page evidences that he/she has determined this document to be both accurate and complete to the best of his/her knowledge and belief. XIII. Technical/Requirements Personnel?s Certification As evidenced by their signatures on the Brand Name Justification signature page, the technical and/or requirements personnel have certified that any supporting data contained herein which is their responsibility is both accurate and complete. Performance Work Statement (PWS) Academic Records Management System (ARMS) 12 September 2006 1.0 DESCRIPTION OF SERVICES 1.1 Introduction The Air Force Institute of Technology?s Graduate School of Engineering and Management has a critical requirement to digitize all of it?s academic records, and leverage workflow management software and technology to significantly improve admissions processes and make more efficient use of scare resources. 1.2 Background As a part of Air University (AU), it is important that, to the greatest extent possible, AFIT utilize standard AU academic products that meet our mission requirements and that are implemented by other elements of AU. In 2005, the Community College of the Air Force (CCAF) acquired the Singularity program developed by Hershey to manage their academic records. Representatives from AFIT visited CCAF to observe the program?s operation, and to verify that it will meet our requirements. It was determined by our technical and functional experts that Hershey?s Singularity program acquired and used by the CCAF will indeed satisfy all of AFIT?s academic records maintenance and workflow management requirements. Additionally, transcript processing templates developed for CCAF will be available to AFIT as a result of using the common system which will significantly reduce the total cost of ownership for AFIT. Acquiring Singularity from Hershey will provide AFIT the leading document management, workflow and e-forms solution for higher education, and the same system being employed by CCAF. 1.3 Scope of Work Contractor shall provide software licenses, install software and train users, and provide technical support as required to deliver a functional digital records management system. 2.0 REQUIREMENTS 2.1 The academic records management system must satisfy the following functional requirements: 2.1.1 Provide full featured document capture supporting bar-code capabilities and extended batch capture and indexing capabilities. 2.1.2 Provide a capture system for scanning and extracting data from hard copy transcripts. 2.1.3 Identify duplicate and supplemental transcripts to achieve greater productivity. 2.1.4 Provide ability to send and receive transcripts using any of the currently available encoding protocols. 2.1.5 Provide integration capabilities with nearly any student enterprise resource planning (ERP) system whether open, legacy or custom. 2.1.6 Be a highly scalable, fully encapsulated web-based application infrastructure incorporating an imaging repository, imaging editing functionality, collaborative workflow, and rapid development functionality. 2.2 The contractor shall perform the following tasks: 2.2.1 Provide a 25-user license for the Singularity suite of software 2.2.2 Install Singularity Archive to provide content management, document management, and records retention management capabilities 2.2.3 Install Singularity Workflow to provide document centric/process centric workflow management capability. 2.2.4 Install Singularity Forms to enable electronic forms creation through the power of Adobe Acrobat Professional to easily and affordably create and deploy powerful PDF fillable forms 2.2.5 Train government personnel on the use of the Singularity suite of software. This training will be intended to familiarize the users with the capabilities and operation of the system. Training materials shall be provided by the Contractor. (DI-ILSS-80872/A004) 2.2.6 Provide personnel with the necessary licenses, certifications, training and experience required. 2.2.7 Provide consultation services for the initial software application. 2.2.8 Provide Software Installation Plan. (DI-IPSC-81428A/A002) 2.2.9 Provide Acceptance Test Plan and conduct acceptance testing in accordance with government accepted test plan. (DI-QCIC-80553/A003) 2.2.10 Provide Commercial Off-The Shelf (Cots) Manuals and Associate Supplemental Data. (DI-TMSS-80527A/A001) 2.2.11 Provide option for software maintenance. 3.0 CONTRACT DELIVERABLES 3.1 All material produced under this contract shall become the sole property of the government. The following table identifies data requirements. Contractor developed format for all products is acceptable. Deliverable Description DID Ref. CDRL Number Commercial Off-The-Shelf (Cots) Manuals And Associate Supplemental Data Technical information on the assembly, installation, operation, parts, and maintenance of commercial items (published by mfr and furnished to purchaser at no cost) DI-TMSS-80527A A001 Software Installation Plan Plan for installing software at user sites, including preparations, user training, and conversion from legacy systems DI-IPSC-81428A A002 Acceptance Test Plan Details the criteria, performance objectives, and tests to be performed by the contractor for government acceptance of the COTS DI-QCIC-80553 A003 Training Materials Provides the minimum materials needed to support an AFIT training program on the end-item COTS DI-ILSS-80872 A004 4.0 GOVERNMENT-FURNISHED EQUIPMENT AND SERVICES 4.1 The government will provide a computer server to host the ARMS with the following specifications: 3.0GHz/2MB Cache Xeon, 800 MHz front Side Bus 3.0GHz/2MB Cache Xeon, 800 MHz front Side Bus, 2nd processor 4GB DDR2 400MHz (4X1GB) Single ranked DIMMs 36GB, U320, SCSI, 1IN, 15K, PE2850 dual SCSI Dual on board NICS ONLY 24X IDE CD-RW/DVD ROM Rack Chassis w/Rapid Rails, HPQ or other Square Hole Racks, PE2850 Redundant Power Supply with Y-Cord and straight cords PS/2 ports for mouse and keyboard on server 4.2 Government-Furnished Services. 4.2.1 The Contractor shall be responsible for safeguarding all Government property provided for contractor use. Government facilities, equipment and materials shall be secured when not in use. 4.2.2 The work environment will be typical of that afforded civilian employees. Contractor shall adhere to the Wright-Patterson Air Force Base smoking policy, and will be required to observe safety regulations, visitor control procedures, traffic and parking regulations, fire prevention procedures and other regulations applicable to civilian and/or contractor employees. 4.2.3 Necessary, available, and reasonable access to personnel will be provided as allowable and requested. The Contractor shall coordinate all contact with Government and other Contractor personnel through the Contracting Officer Representative (COR). Contractor personnel shall be subject to all Military Rules and Regulations while working on a military installation. 5.0 GENERAL INFORMATION 5.1 Place of Performance: The contractor will perform services on-site at the Air Force Institute of Technology, Building 642, located at Wright-Patterson AFB, Ohio 45433. 5.2 Period of Performance: Delivery Period for Software is 16 days. Period of Performance for Initial Software Consulting is 5 days. Period of Performance for Software Installation, Integration and Training is two months. Option 1: Software Maintenance is one year. 5.3 Travel Requirements: All travel is cost-reimbursable, subject to the rates established in the Joint Travel Regulations (JTR), and must be approved by the Contracting Officer Representative in advance. Written Government approval shall be required prior to incurring any cost. 5.4 Performance of Services During Emergency Conditions: Performance of Services During Emergency Conditions declared by Authorities at AFIT/EN, Wright-Patterson AFB Authority. In the event an emergency is declared necessitating the implementation of an alternate work schedule (other than a standard 8-hour day, Monday-Friday work week); services provided under this contract may require implementation of an alternate work the Contractor point of contact. A modified work schedule will be adopted for the duration of the declared emergency and the Contractor shall comply with the provisions of that alternate work schedule. 5.5 Normal Hours of Operation. The Contractor shall normally perform on-site services as required during the following hours: 7:30 A.M. (0730 hours) to 4:30 P.M. (1630 hours) Monday through Friday, except for federal holidays. 5.6 Sensitivity of Data: The Contractor has a responsibility to conserve and protect Government resources. The use of these resources for non-official use is prohibited. The Contractor shall ensure contractor personnel shall: 5.6.1 Adhere to the licensing agreement of commercial software installed on Government equipment. 5.6.2 Do not make or distribute unauthorized copies of software. 5.6.3 Do not install unauthorized equipment or software on Government property. 5.6.4 Do not circumvent system operating and security controls, unless specifically approved by the Computer System Security Officer (CSSO). 5.6.5 Do not disclose to unauthorized personnel security codes (i.e. passwords) which the contractor personnel are given access to in the performance of their work. 5.6.6 Work on this project may require that personnel have access to Privacy Information. The Contractor personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations. 5.6.7 Adhere to the security standards outlined in AFITI 33-104. 5.7 Security and Identification Procedures. This requirement is unclassified. DoD military, civilian, consultants, and Contractor personnel using unclassified automated information systems, including e-mail, must have, at a minimum, a completed favorable National Agency Check(NAC))/Entrance National Agency Check in accordance with DoD 5200.2-R Personnel Security Program, January 1987. The Contractor is required to complete the application and apply for a NAC, for any employee not currently having a NAC, where the employee will have access to automated information systems. Contractor shall diligently pursue obtaining NACs for its employees. Copies of the completed application documents and forms shall be furnished to the COR prior to the start of work. 5.7.1 The Contract Manager or Alternate shall complete DD Form 1172-2, Application for Department of Defense Common Access Card-DEERS, May 2004 and DDForm 2842, DoD Public Key Infrastructure (PKI) Subscriber Certificate Acceptance and Acknowledgement of Responsibilities, September 2002, for eachContractor employee requiring access to WPAFB or any other Government installation. The Government shall provide a completed Identification Credential, AFMC Form 387, which shall be issued, displayed and surrendered as directed in AFI 31.101, The Air Force Installation Security Program March 2003. 5.7.2 The Contractor shall ensure all employees properly display and wear Identification (ID) Badges at all times during duty performance. Contractor employees shall be easily recognized as Contractor employees with an ID Badge that includes, as a minimum, a person?s name, the name of the contractor, and the word ?Contractor.? Each employee shall wear the Badge on the outer clothing on the front of the body between the neck and the waist so that the ID Badge is visible at all times. (Note: If wearing an ID Badge jeopardizes safety of contractor personnel in performance of their duties, the Badge will be removed until the job is completed and the hazard is no longer present.) 5.7.3 The Contractor shall observe and comply with all USAF and AFMC security provisions in effect during the contract period of performance. 5.8 Cellular Phone Operation Policy: The use of cellular phones while operating a motorized vehicle is prohibited on Wright-Patterson AFB unless performing command and control functions. Although discouraged, drivers are authorized to use devices, i.e. ear bud or ear boom, which allows their cellular phone to be operated hands-free. The device must not cover both ears. This policy applies to everyone driving on Wright-Patterson AFB. 5.9 Point of Contact(s) 5.9.1 User Project Manager Primary - Lucius E. Hart, AFIT/ENER, 937-255-3636 ext 3125 Alternate - Randall Paschall, AFIT/ENE, 937-255-3636 ext 4554 Bldg 641 Room 102 2950 Hobson Way Wright-Patterson AFB, OH 45433-7765 Contract Administrator Dan Schaetzle ASC/PKWIE 2275 D Street, Bldg. 16, Rm 128 WPAFB, OH 45433-7228 (937) 656-7405 5.9.2 Contractor Point of Contact (POC). The Contractor shall identify one employee as the company local POC. This will be the individual that shall coordinate with the Government in matters of contract performance. Written notification of the name, address, home telephone and mobile telephone of the POC and their alternate shall be provided to the Contracting Officer and COR the first day of contract performance and thereafter as changes occur. This individual, or in their absence the designated alternate, shall have full authority to act for the Contractor on all matters relating to the day to day operations of the contract.
- Place of Performance
- Address: 2275 D STREET, BLDG 16, RM 128, WRIGHT-PATTERSON AFB, OH
- Zip Code: 45433
- Country: UNITED STATES
- Zip Code: 45433
- Record
- SN01142238-W 20060915/060913221015 (fbodaily.com)
- Source
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