PRESOL | D | DATA MANAGEMENT SYSTEM FOR AIRCRAFT OPERATIONS CENTER - Sample Forms

FBO DAILY ISSUE OF MAY 16, 2010 FBO #3095
SOLICITATION NOTICE

D -- DATA MANAGEMENT SYSTEM FOR AIRCRAFT OPERATIONS CENTER - Sample Forms

Notice Date: 5/14/2010
Notice Type: Combined Synopsis/Solicitation
NAICS: 541519 — Other Computer Related Services
Contracting Office: Department of Commerce, National Oceanic and Atmospheric Administration (NOAA), Eastern Region Acquisition Division-KC, 601 East 12th Street, Room 1756, Kansas City, Missouri, 64106, United States
ZIP Code: 64106
Solicitation Number: WC133M-10-RQ-0277
Archive Date: 6/8/2010
Point of Contact: Sharon Clisso, Phone: 816-426-7471
E-Mail Address: Sharon.Clisso@noaa.gov
(Sharon.Clisso@noaa.gov)
Small Business Set-Aside: Total Small Business
Description: Sample - Flight Schedule Report Sample - Daily Flight Log This is a combined synopsis/solicitation for commercial items prepared and processed in accordance with the Federal Acquisition Regulations (FAR) Part 12.6 as supplemented with additional information included in this notice. This is a solicitation from the U. S. Department of Commerce (DOC), National Oceanic and Atmospheric Administration (NOAA), Eastern Acquisition Division - Kansas City Office. The requirement is for a Data Management System and support services for the NOAA Aircraft Operations Center (AOC) at MacDill AFB, Tampa FL. This notice constitutes the only Request for Quote (RFQ). Written offers are being requested. A hardcopy written RFQ will not be issued. DOC, Eastern Acquisition Division - Kansas City Office requires that all contractors doing business with this office be registered with the Central Contractor Registry (CCR). No award can be made to a company not registered in CCR. For additional information and to register in CCR please access the following web site: http://www.ccr.gov. In order to register, all offerors must have a Dunn & Bradstreet Number. A Dunn & Bradstreet number may be acquired free of charge by contacting Dunn & Bradstreet on-line at http://www.dnb.com/eupdate or by phone at (800) 333-0505. All contractors are also required to complete online Representations and Certifications at http://ORCA.BPN.GOV. This notice is hereby issued as RFQ WC133M-10-RQ-0277. This RFQ and the following incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-41. CLAUSES AND PROVISIONS The FAR and CAR clauses incorporated into this acquisition are: 52.212-1 Instructions to Offerors - Commercial Items (JUN 2008) [Paragraph (c) is amended from 30 days to 60 days] 52.212-2 Evaluation-Commercial Items (JAN 1999) (Evaluation Criteria: Technical & Past Performance) 52.212-3 Offeror Representations and Certifications Commercial Items (AUG 2009) 52.212-4 Contract Terms and Conditions (MAR 2009) 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (DEC 2009), Section (b) (1), (8)(i), (10), (18) (19), (20), (21), (22), (23), (24), (25), (33), (38) 52.217-5 Evaluation of Options (JUL 1990) 52.217-8 Option to Extend Services (NOV 1999) within 60 days before the contract will expire 52.217-9 Option to Extend the Term of the Contract (MAR 2000) (a) within 60 days before the contract is set to expire, 60 days; (c) shall not exceed 5 years 52.232-18 Availability of Funds (APR 1984) 52.245-1 Government Property (JUN2007) applicable if solution is to use AOC owned IT system 52.247-34 F.O.B Destination (NOV 1991) 1352.201-70 Contracting Officer's Authority (APR 2010) 1352.209-72 Restrictions Against Disclosure (APR 2010) 1352.209-73 Compliance with the Laws (APR 2010) 1352.209-74 Organizational Conflict of Interest (APR 2010) 1352.237-71 Security Processing Requirements - Low Risk Contracts (APR 2010) 1352.239-72 Security Requirements for Information Technology Resources (APR 2010) 1352.246-70 Place of Acceptance (APR 2010) FAR clauses and provisions are available on the internet website: http://www.acquisition.gov/far. CAR clauses and provisions are available on the internet website: http://oam.ocs.doc.gov/CAPPS_car.html PRICE/QUOTE: This is an order for commercial supplies and services. The lines item will be quoted and completed in accordance with the terms and conditions and statement of work specified herein. Prices quoted for the contract line items shall be firm-fixed price inclusive of all costs (FOB Destination at AOC, MacDill AFB, FL). LINE ITEM 0001: PROVIDE DATA MANAGEMENT SYSTEM (per Statement of Work) Assuming 20 concurrent user licenses, if pricing structure is per user license, response should also state cost per additional user license. Quantity: 1 Unit: EA Unit Price: $_______ Amount: $_______ LINE ITEM 0002: INSTALL DATA MANAGEMENT SYSTEM Quantity: 1 Unit: EA Unit Price: $_______ Amount: $_______ LINE ITEM 0003: PROVIDE ONSITE INITIAL USER TRAINING FOR 85 AND TRAIN THE TRAINER TRAINNING FOR 3. Quantity: 1 Unit: EA Unit Price: $_______ Amount: $_______ LINE ITEM 0004: PROVIDE SUPPORT SERVICES FOR BASE YEAR Quantity: 1 Unit: EA Unit Price: $_______ Amount: $_______ LINE ITEM 0005: PROVIDE SUPPORT SERVICES FOR OPTION YEAR I Quantity: 1 Unit: EA Unit Price: $_______ Amount: $_______ LINE ITEM 0006: PROVIDE SUPPORT SERVICES FOR OPTION YEAR II Quantity: 1 Unit: EA Unit Price: $_______ Amount: $_______ LINE ITEM 0007: PROVIDE SUPPORT SERVICES FOR OPTION YEAR III Quantity: 1 Unit: EA Unit Price: $_______ Amount: $_______ LINE ITEM 0008: PROVIDE SUPPORT SERVICES FOR OPTION YEAR IV Quantity: 1 Unit: EA Unit Price: $_______ Amount: $_______ STATEMENT OF WORK BACKGROUND: The Aircraft Operations Center (AOC) is a Center of the NOAA Office of Marine and Aviation Operations (OMAO). The AOC fleet of 12 aircraft is flown in support of NOAA's mission to promote global environmental assessment, prediction, and stewardship of the earth's environment. A support staff at AOC of approximately 85 employees operates these aircraft throughout the United States and around the world. Eight aircraft are headquartered at MacDill Air Force Base, Tampa, FL, and are, for the most part, maintained in Tampa, FL at an AOC owned-and-operate maintenance facility. The remaining four aircraft are based at various locations throughout the country and are maintained by AOC through contractual arrangements with a multiplicity of commercial aircraft maintenance facilities. Currently, most activities related to aircraft operational management including maintenance, parts inventory, and accounting are managed using a local database and software system in Oracle v9.2i on a 2008 Microsoft Windows 64-bit server. The current volume of data in the system is equivalent to a text export of 15 Megabytes; however, AOC continues to archive a large volume of historical data in hardcopy form. Flight management data including pilot and flight records are currently stored locally in a Microsoft Access database. More detailed information on NOAA's AOC can be found at www.aoc.noaa.gov. SCOPE: NOAA AOC has identified the need for an integrated database system capable of managing information critical to the function of its aviation program. For the purposes of this document, these functions are categorized broadly as 1) flight management; 2) maintenance; 3) inventory; and, 4) accounting. Information currently stored in AOC databases must be integrated to form a centralized data clearinghouse for aircraft management data, and archive data in hardcopy form must be entered in the proposed database. An integrated architecture will allow for more efficient data storage (e.g. redundant data entry points and storage locations will be eliminated) and recovery, and provide the Center greater access and more effective management tools. To realize these benefits, NOAA AOC is requesting information from vendors that will satisfy the following requirements. When entering data in real time, AOC personnel must be able to use the system quickly, easily, and securely. A standard personal computer with Microsoft XP operating system and internet connectivity will be used by a majority of AOC personnel and must be accommodated to interact with the data management system. The database must allow remote data entry following Department of Commerce (DOC) security requirements. The acquisition of Information Technology (IT) at AOC requires compliance with the Commerce Acquisition Regulation (CAR) Clause 1352.239-72 Security Requirements for Information Technology Resources (APR 2010). Referenced documents in Clause 1352.239-72 are available from the Contract Specialist upon request. In accordance with the Federal Information Processing Standard 199 "Standards for Security Categorization of Federal Information and Information Systems" (FIPS199) and NIST Special Publication 60 "Guide for Mapping Types of Information and Information Systems to Security Categories:" (SP800-60), NOAA's Information Technology System NOAA2010 "OMAO Land Based Support System" (LBSS) Risk Categorization has been identified as Moderate Confidentiality; Moderate Integrity and Low Availability, for an overall rating Categorization of Moderate Impact. To be used effectively as a management tool, the data management system must offer extendable data entry and reporting capabilities that allow custom forms and reports to be generated in-house. AOC personnel must be able to build customized data reports in a reasonably short period of time with minimal effort. The data management system shall provide the means to query the stored data and generate reports from the queries. The queries shall allow searches on any one substantive record attribute or combination of attributes, and allow the use of wildcard characters. The reports shall present query results using text and/or optional bar graphs, line graphs, and pie charts. Technical support shall be continuously available to address problems with or updates for the data management system. Access to the system shall be controlled through an administrative role that may be performed by select individuals at AOC. Privileges to perform administrative, read and write functions shall be controlled independently through the administrative role. A complete set of system documentation will be supplied with the system after award. Initial end-user training will be provided with the ability to schedule more than one session during the deployment period if needed. If appropriate to the system, module-specific training will be provided. Additionally, there needs to be a "train the trainer" style program for three participants. Flight Management: Flight and flight crew records shall be accessible from outside AOC, allowing remote data entry and reporting with controlled access. Data currently entered in the daily flight log (see attached sample), with the following changes, shall be recorded on an electronic form and submitted to the database. The flight log changes include: 1) remove the "Blue" category from Section 5, 2) allow the entry of a complete fuel expense record (see Accounting section below) to replace the fuel service block (Section 6), 3) allow miscellaneous expenses to be logged (see Accounting section below), 4) allow aircraft location, location address, location phone number, pilot location, location address, and pilot phone number to be entered, 5) increase the size of the remarks block (Section 9) to allow for at least 2000 characters of text, 6) add a new block that allows for annotation of the utilization code of the flight (i.e. O, U, M, L, or C,) and 7) Account for dropsonde performance in Section 10 (e.g. good, no data, free-fall, etc.). The flight log form shall allow one or more funding codes to be entered for the flight, selectable from a list of applicable codes. The form shall have an option to copy data from the previous flight for a particular aircraft, so that a minimal amount of new flight data is required to fill the form and data entry errors are reduced. The form shall quality check the entered flight tine data between block, flight, project, personnel, aircraft, and training times to identify any potential entry or calculation errors before the log is submitted. The user shall be notified with a warning that a discrepancy has been found and asked if the change should be made by the system. The data management system shall allow the submission of flight information directly to the database through a local or remote connection, then automatically send an email including the filled flight log to a customizable distribution list. A mission situation report shall also be generated from submitted flight, mission, and location information, and be sent by email to a distribution list. The situation report is a daily report on aircraft activity that contains the aircraft and crew location and contact information, utilization code, flight number, flight time, and remarks. A flight schedule shall be maintained and reported daily in the following form. The flight schedule daily report shall include the following statistical data for the current month and fiscal year: total number of flights, total flight hours, total hours flown for Aircraft Services, total hours flown for Programs, and total hours flown for Reimbursable Projects. The body of the report shall contain the following information: current calendar day and next calendar day itineraries for all aircraft assigned to AOC, location of each aircraft, phone number of aircraft location, crew location, task code and project name for aircraft mission if assigned to a project, a color coded aircraft status (green for up and red for down), notes concerning the aircraft status, crewmember positions, and assigned personnel. Additionally, the flight schedule daily report shall include remarks entered at the time of the generation of the report. The ability to print the flight schedule daily report in a legible font on no more than two 8.5x11 pages, shall be provided ( an example of a flight schedule report is attached). If a crewmember qualification is expired and the crewmember has been assigned to a flight, a warning shall be issued at the time of the generation of the report. The data management system shall allow the entry of the flight schedule and generation of the report directly through a local or remote connection, and then automatically send an email including the flight schedule daily report to a customizable distribution list. The data management system shall be able to track medical, flight, and ground training qualifications of AOC employees and aircrew, and provide automated 30, 60, and 90 day email warnings of approaching expiration dates for the individuals' qualifications. AOC shall be able to customize the mailing list for the email warnings. The data management system shall be able to accommodate the data currently stored in the flight management Microsoft Access database and use it effectively in the forms and reports described herein. The structure of the database is available from the AOC contact point upon request. Maintenance: The data management system shall provide a single point of entry for maintenance discrepancies in addition to flight data. Remote data entry shall be enabled for the flight information and maintenance work orders. Man-hours shall be captured in real-time and tracked for maintenance tasks. The data management system shall track aircraft engine, propeller, and applicable subcomponents maintenance records and manage multiple, user-definable aircraft configurations. The system must be able to track compliance events and display status, intervals, applicability for inspections, (Service Bulletins/Airworthiness Directives (SB/AD), P-3 Airframe Bulletins, P-3 Airframe Changes, and component tracking. The system shall allow user-definable windows to display irregular frequency/intervals for compliance. The data management system shall update all aircraft records appropriately with each change in a master event and generate reports regarding fleet status and compliance. The system shall display forecasted due compliance events based on projected aircraft utilization, current real-time fleet status on single screen and color-coded events based on user-definable parameters, and discrepancy history. Logbook entries and documentation requirement shall be flagged. The data management shall provide a means to manage scanned aircraft and aircraft systems documents (e.g. drawings, 337s, 8110-3ss, correspondence) and aircraft weight/balance data. At all data recording points, the data management system shall minimize typing and writing by data entry personnel. Standard reports, such as maintenance due items, maintenance cards, and flight-hour per man-hour, shall be provided. The system must also allow for the generation of user-definable reports. Inventory: The data management system shall store inventory and order information, including the attributes listed below. The primary use of inventory records is for the organization accounting, and tracking of aircraft-related parts. At a minimum, inventory records shall include stock number, part number, alternate part numbers, quantity, minimum quantity, maximum quantity, order point, Air Transport Association (ATA) tracking code, unit of issue, shelf life status, shelf life expiration date, repairable status, depot level repairable status, overhaul serial number, kit association, rotatable status, serialized status, location, quantity, price, and accounting data. The management of parts orders is also required. These records allow for the planning, accounting, and tracking of inventory item acquisitions. Parts order records shall include the order number, order date, back order date if applicable, date received, date issued, tail number of applicable aircraft, date of transaction, unit cost, quantity ordered, quantity received, total cost, item description supply source, and accounting data. An alert system shall be implemented to warn of low inventory levels and an anticipated need for inventory orders. Various reports shall be provided for displaying information based on the underlying database. Reports include, but are not limited to, a history of issues by aircraft or part number for trend analysis and a history of receipts by aircraft or part number. Accounting: The date management system shall store accounting information, including the items listed below, and generate reports from the data. AOC must be provided with the ability to customize new data entry forms and reports from the underlying database. The entry of accounting data in the database must include, but not be limited to the following: 1) aircraft fuel expenses; 2) vehicle fuel expenses; 3) aircraft miscellaneous expenses; 4) invoice records; and, 5) funding coders. Aircraft fuel expenses shall include the aircraft tail number, date of fuel transaction, flight log number, type of fuel, quantity, cost per unit, total cost (internal calculation), credit card used, sale location and accounting data. Vehicle fuel expenses shall include the vehicle registration number, date of fuel transaction, type of fuel, quantity, cost per unit, total cost (internal calculation), credit card used, sale location, and accounting data. Miscellaneous expenses other than fuel shall include the aircraft tail number, date of transaction, flight log number, description of transaction (e.g. maintenance, ground handling, oxygen service, hangar rental, etc.), cost per unit, total cost (internal calculation), credit card used, sale location, and accounting data. Invoice records shall include the type of invoice or description, vendor, invoice number, original invoice date, AOC process date (auto fill), and accounting data. Accounting data for these records shall include the funding code and object class. There shall be a means for assigning multiple accounting codes to an item, order, or invoice, and assigning a portion of the cost to each accounting code. A master list of funding codes shall be stored with the associated fiscal year, organization code, project code, task code, project type (i.e. Program, Services, or Reimbursable), supported NOAA mission goal by percentage, supported primary and secondary budget programs, and description., The opportunity to update this list shall be made available to AOC. Object class codes shall also be maintained in an editable record for use when assigning the codes to a charged item. Various reports shall be provided for examining the accounting data, and an option shall be available to export the reports into spreadsheet form. Reports shall include, but not be limited to, the following output: 1) the issue of parts for specific periods; 2) parts received but unbilled for specific periods; 3) paid invoices for specific periods; 4) unpaid invoices and invoice dates for specific periods; 5) backorders and backorder dates for specific periods; 6) expenses for specific projects in a specific period; 7) expenses for a specific task in a specific period; 8) expenses by aircraft; 9) parts ordered but not received for a specific period; and, 10) aircraft expense report by date and accounting information. Alerts produced by the data management system shall include the detection of a discrepancy in price or quantity of parts orders and invoices. EVALUATION--COMMERCIAL ITEMS The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors, which are listed in descending order of importance, shall be used to evaluate offers: FACTOR 1 - TECHNICAL: a) Must submit a detailed description of the proposed internet access solution. The solution can be based on a contractor owned IT system or using the AOC owned IT system. If the offeror is capable of providing a solution for both the contractor owned IT system and AOC owned IT system, two separate proposals must be submitted. The solution must be in compliance with CAR 1352.239-72 Security Requirements for Information Technology Resources (APR 2010). If the proposed solution is based on using the AOC owned IT system, The Certification and Accreditation (C&A) requirements of Clause 1352.239-72 do not apply, and a Security Accreditation Package is not required. b) Must provide evidence of ability to migrate existing AOC data into the proposed data management system and generate the required reports and queries. c) Must submit evidence of ability to provide accessible, responsive technical support for data system development, maintenance, and access procedures. d) Experience: Must provide evidence of having developed data management systems for aircraft operations. Preference will be given to contractors who currently maintain an aviation-related data management system. e) Experience: Preference will be given to a commercial off the shelf product that can be tailored to AOC's needs and minimizes development effort and deployment delays. f) Experience: Must submit proof of technical performance for federal agency clients. FACTOR 2 - PAST PERFORMANCE: Must submit up to three references for recent and relevant contracts for the same or similar items and other references including contract numbers, points of contact with telephone numbers, and other relevant information. Technical and past performance, when combined, is slightly more important than price. As the technical ratings become more equal, price becomes more important. Conversely, as price proposals become more equal to one another, technical proposals will become a more important determining factor. NOAA will evaluate the offeror's proposed prices for fairness and reasonableness in relation to the solicitation's requirements. "Options." The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. DELIVERY SCHEDULE The Government requires delivery to be made according to the following schedule: Required Delivery Schedule: CLIN 0001 & CLIN 0002: Initial Operating Capability (Data migration and forms development): September 30, 2010 CLIN 0003: Final Operating Capability (Training/On-line) December 31, 2010 CLIN 0004: Provide Support Services for Base Year: January 1, 2011 - December 31, 2011 CLIN 0005: Provide Support Services for Option Year I: January 1, 2012 - December 31, 2012 CLIN 0006: Provide Support Services for Option Year II: January 1, 2013 - December 31, 2013. CLIN 0007: Provide Support Services for Option Year III: January 1, 2014 - December 31, 2014. CLIN 0008: Provide Support Services for Option Year IV: January 1, 2015 - December 31, 2015. The Government will evaluate equally, as regards time of delivery, offers that propose delivery of each quantity within the applicable delivery period specified above. Offers that propose delivery that will not clearly fall within the applicable required delivery period specified above, may be considered nonresponsive and rejected. The Government reserves the right to award under either the required delivery schedule or the proposed delivery schedule, when an offeror offers an earlier delivery schedule than required above. If the offeror proposes no other delivery schedule, the required delivery schedule above will apply. ______________________________________________________________________ | Offeror's Proposed Delivery Schedule | |__________________________________________________________| | Item No. | Quantity | Delivery On or Before | | | | | | | | | |__________|__________|____________________________________| | | | | | | | | |__________|__________|____________________________________| | | | | | | | | |__________|__________|____________________________________| | | | | | | | | |__________|__________|____________________________________| PLACE OF PERFORMANCE: U.S. Department of Commerce NOAA/Aircraft Operations Center 7919 Hangar Loop Drive, Hangar 5 MacDill AFB, FL 33621-5401 CONTACT INFORMATION: Primary AOC Contact Point: Gregg Glover, Administrative Officer Gregg.Glover@noaa.gov Phone: 813-828-3310 x3021 Fax: 813-828-8922 Secondary AOC Contact Point: Wally Pierce William.W.Pierce@noaa.gov Phone: 813-828-3310 x3004
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/DOC/NOAA/CASC/WC133M-10-RQ-0277/listing.html)
Place of Performance: Address: AOC, MacDill AFB, FL, or Contractor's Facility, United States
Record: SN02150331-W 20100516/100514235300-67801576dde37d60cda9cc40c6f3cde6 (fbodaily.com)
Source: FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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D -- DATA MANAGEMENT SYSTEM FOR AIRCRAFT OPERATIONS CENTER - Sample Forms