SOLICITATION NOTICE
R -- Notice of Intent to Sole Source NLM ARCHIBUS Computer Aided Facilities Management (CAFM) System
- Notice Date
- 7/27/2016
- Notice Type
- Presolicitation
- NAICS
- 541512
— Computer Systems Design Services
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, National Library of Medicine, 6707 Democracy Blvd., Suite 105, Bethesda, Maryland, 20894, United States
- ZIP Code
- 20894
- Solicitation Number
- NIHLM2016811SRE
- Archive Date
- 8/20/2016
- Point of Contact
- Sheila R. Edmonds, Phone: 3014966546
- E-Mail Address
-
sheila.edmonds@nih.gov
(sheila.edmonds@nih.gov)
- Small Business Set-Aside
- N/A
- Description
- This is a Presolicitation/Notice of Intent to Sole Source for commercial services prepared in accordance with FAR Parts 12 and 13. It is the intent of the National Institutes of Health (NIH) National Library of Medicine (NLM) to procure professional services on a sole source basis from Rand Worldwide Subsidiary, Inc. (formerly Avatech Solutions, Inc.) d/b/a IMAGINiT Technologies, 11201 Dolfield Boulevard, Suite 112, Owings Mills, MD 21117 under the authority of FAR 6.302-1(a)(2) to assist the NLM in providing annual maintenance and technical support renewal services to also include system upgrades of security, software, and hardware, and software configurations required for NLM's customized ARCHIBUS Computer Aided Facilities Management (CAFM) system.. The North American Industry Classification System (NAICS) Code is 541512-Computer Systems Design Services with a small business size standard of $27.5 million. BACKGROUND The National Library of Medicine (NLM), Office of Administrative and Management Analysis Services (OAMAS) is responsible for development, administration of administrative services for facility management, space (census) and phone management, property management, mail and distribution services, transportation and safety services, and management of printing activities. The National Institutes of Health (NIH) implemented the NIH Business System (NBS) for cradle to grave management of all accountable equipment at NIH. NIH also implemented ARCHIBUS for the tracking of building space utilization at the Institutes and Centers (IC) level in order to provide reports to the ICs for their yearly census and occupied spaces. Despite the capabilities of both NBS and ARCHIBUS systems, implemented by NIH, there were processes at NLM that required closer management of both accountable and real property. NLM achieved this by launching a standalone ARCHIBUS Integrated Work Place Management System (IWMS) referred to as the NLM ARCHIBUS CAFM System. The ARCHIBUS CAFM system is NLM's customized, standalone facility and Property Management System (PMS) that includes a built in reporting engine to provide NLM with detailed reports on key measures such as space utilization, vacancy rate, space usage by program areas and a full host of accountable property reports. The customizations were performed to respond to NLM's unique facility management requirements as well as provide customized data. All base building drawings for NLM facilities from the currently existing ARCHIBUS system in the NIH Office of Research Services have been uploaded and significantly modified. The ARCHIBUS CAFM system has been hosted by NLM and maintained by an authorized ARCHIBUS business partner (reseller). The ARCHIBUS CAFM system is fully compatible with NLM's current Commercial Off-The-Shelf (COTS) applications and fully functional in relation to the existing operating environment in NIH. The customization of the ARCHIBUS CAFM system has enabled the NLM to have the following capabilities: 1) Workplace & Facilities a. Space Planning & Management i. Space allocation & occupancy, strategic planning b. Move Management i. Moves & scenario planning 2) Real Estate & Property a. Real estate portfolio i. Property, leases, costs & inventory b. Capital Project Management i. Project management 3) Workplace Infrastructure a. Workplace Services, key management i. Service desk, call center b. Asset Management i. Accountable equipment, furniture, IT Asset tracking 4) Engineering & Operations a. Environmental & Risk Management i. Environmental monitoring, Energy, carbon footprint, HazMat, Waste Management, Sustainability b. Building Operations i. Condition Assessment, maintenance PURPOSE/OBJECTIVE The purpose of this requirement is to procure the services of an authorized ARCHIBUS business partner (reseller) for the continuation/renewal of annual maintenance, technical support, software upgrades and software configurations of the detailed customizations of NLM's ARCHIBUS CAFM system. SCOPE OF WORK An authorized ARCHIBUS business partner (reseller) shall provide annual maintenance and technical support renewal services to also include system upgrades of security, software, and hardware, and software configurations required for NLM's customized ARCHIBUS CAFM system. The Contractor shall also ensure the CAFM system continues to maintain its current full functionality and compatibility in relation to the existing ARCHIBUS integrations to NIH's existing operating environment to include, but not be limited to, NBS, nVision, Sunflower Property System, and Siemens NIH campus environmental monitoring system. Extensive, intimate knowledge of the detailed customizations of the NLM ARCHIBUS CAFM system are required to ensure the NLM receives the daily push of NIH Enterprise Directory (NED) and nVision business areas (Acquisitions & Contracts and Property) data. In order to ensure the customized NLM ARCHIBUS CAFM system maintains the continual receipt of the daily data pushes from nVision, the Contractor shall maintain the current technical backend scripts that are currently integrated and required with NED and the NIH NBS. The Contractor shall ensure the NLM ARCHIBUS CAFM system maintains an operational status as well as have the ability to correct any script errors within five (5) minutes. CONTRACTOR RESPONSIBILITIES Independently, and not as an agent of the government, the Contractor shall furnish all necessary services to maintain NLM's customized ARCHIBUS CAFM software and databases, qualified personnel, materials not otherwise provided by the government to perform the work set forth in this Statement of Work (SOW). All work shall be monitored and technically coordinated by the Contracting Officer's Representative (COR). CONTRACTOR TASKS: The Contractor shall perform the following tasks for the customized NLM ARCHIBUS CAFM system: Task 1: Annual Maintenance and Technical Support (Firm-Fixed Price) • Maintain and support the AFM 21.3 schema • Maintain and support the user processes to match Web Central 21.3 • Maintain and support the Web Central 21.3 • Maintain and support the Firewall configuration to 21.3 (SQL Scripting) schema • Maintain and support the integrations with NED • Maintain and support the integrations with Siemens • Maintain and support the integrations with Sunflower • Maintain and support the Reading, Reports & Charts printing capabilities • Maintain and support the EQ Reading, Reports & Charts capabilities The annual maintenance and technical support shall include, but not be limited to, the following: 1) Key Integration Services • Maintain and support the creation of electronic Key Access Request form • Maintain and support the automatic link to route requests to NLM program officials • Hard copy keys: Maintain and support the approved requests are routed to the program activity via automatic e-mail for processing in DELPRO o Maintain and support the data automatic link to route request to Supervisor and then Administrative Officer (AO) for approval • Electronic keys: Maintain and support the Facility Access Control (FAC) to ensure FAC is notified of approved request for processing. NLM receives a copy of e-mail. FAC notifies Archibus o Support and maintain the electronic Key Access Request form • Maintain and support the mechanism for relinquishing • Maintain and support the mechanism for ad hoc reporting o Support and maintain the ARCHIBUS report showing employees by key/room (add new tab in the current room drawing report that shows employee and equipment). o Keys per employee • Test that Hard copy keys processes and application works correctly • Test that electronic keys processes and application works correctly • Test that the Key Management application displays correctly • Test the mechanism for relinquishing • Test the mechanism for ad hoc reporting 2) Sunflower Import Script • Maintain and support the script that automatically transfers data from the database connection to Oracle NVPROD to ARCHIBUS MSSQL. The script shall be installed on the nightly job scheduler. • Maintain and support the necessary structure or schema changes in the ARCHIBUS database to accommodate the nVision data. • Maintain and support the Web Central views associated with the equipment management activities. • Maintain and support the room detail on the web central "Highlight Room by" section where property information is displayed, add the equipment type, for instance "Monitor" or "PC", etc. • Maintain and support the password requirements to ensure the passwords can be changed regularly • Test that the Import Script automatically transfers data from the database connection to Oracle NVPROD to ARCHIBUS MSSQL • Test that the Import Script displays correctly • Test the Web Central views associated with the equipment management activities 3) Temperature Points • Maintain and support the current ability to assign multiple rooms to a thermostat or sensor • Maintain and support the current ability to create a table to associate thermostat/sensor with multiple rooms • Maintain and support the current ability to create Web Central view allowing NLM staff to highlight rooms served by a thermostat/sensor from a side list. All rooms associated with selected thermostat/sensor shall be highlighted on Web Central Floor plan • Maintain and support the current ability to create a Web Central view that shall allow NLM staff to determine which thermostat/sensor serves a room. NLM staff shall have the ability to open a floor plan from a list and select a room on the drawing. A pop-up dialog shall list any thermostat/sensor associated with selected room. The list shall show the thermostat/sensor's unique number and type • Maintain and support the current ability for a robust curve plotting feature in web central where the users can select the plotting parameters such as scale and the "X" and "Y" axis min/max limits • Maintain and support the current ability for the environmental data trends including temperature, humidity, copper and silver IAQ data must be available to the web central users for plotting and printing and data exporting in excel format • Test the current ability to assign multiple rooms to a thermostat or sensor, create a table to associate thermostat/sensor with multiple rooms, create Web Central view allowing NLM staff to highlight rooms served by a thermostat/sensor from a side list • Test that the Web Central view displays to show the NLM staff which thermostat/sensor serves a room, the floor plan from a list and room on the drawing, the pop-up dialog appears and the list shows the thermostat/sensor's unique number • Test that the curve plotting feature in web central where the users select the plotting parameters such as scale and the "X" and "Y" axis min/max limits displays correctly • Test that the environmental data trends including temperature, humidity, copper and silver IAQ data are available to the web central users for plotting and printing and data exporting in excel format 4) Web Central Views • Maintain and support the drop down option in which Air handler systems and the zones they support are shown on the drawing • Maintain and support the drop down option that shows which mixing box provides air to which room • Maintain and support the printing ability of Web central to allow the user to print only the view they are looking at, as opposed to the entire page • Maintain and support the drop down option that shows the cameras, and their names and the ability to click on the cameras and have web central send the user to a desired URL • Maintain and support the Web Central views associated with the Equipment management activities • Maintain and support adjustments to each activity as required by the new structure/schema • Test that the drop down option in which Air handler systems and the zones they support display correctly on the drawing • Test that the drop down option shows correctly with mixing box provides air to which room • Test that the printing ability of Web central allows the user to print only the view they are looking at, as opposed to the entire page • Test that the drop down option shows the cameras, and their names and the ability to click on the cameras and have web central send the user to a desired URL • Test that the Web Central views associated with the Equipment management activities work and display correctly • Test that the adjustments to each activity as required by new structure/schema are working REQUIREMENTS TASK AREA ARCHIBUS Software and Database (SQL Scripting) Upgrades Additionally, the NLM may have a need for the Contractor to perform the above referenced contract tasks for software, database, and schema updates. The Contractor may also need to provide onsite or online training in support of any software or database upgrades. In scope task orders will be issued once the need arises. The NLM anticipates the need for upgrades in Option Period 1 and Option Period 3. The Successful Offeror will have an opportunity to price each task order at the time it is issued. CONTRACTOR DELIVERABLES Communication Plan-The Contractor shall provide a communication plan to the COR within seven (7) calendar days of contract award. The communication plan shall define the point of contact information for all team members who will be providing support. GOVERNMENT FURNISHED RESOURCES The NLM will provide the current database, schema, and drawings and the NLM IT point of contact. PERIOD OF PERFORMANCE The resultant purchase order will be for a 12-month Base Period from Date of Award with four (4) additional 12-month Option Periods. CONTRACT TYPE The resultant purchase order shall be Firm Fixed Price. SECTION 508 COMPLIANCE In accordance with FAR 39.2, Section 508 of the Rehabilitation Act is implemented in this order. Pursuant to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998, all electronic and information technology (EIT) products and services developed, acquired, maintained, and/or used under this contract/order must comply with the "Electronic and Information Technology Accessibility Provisions" set forth by the Architectural and Transportation Barriers Compliance Board (also referred to as the "Access Board") in 36 CFR part 1194. Information about Section 508 provisions is available at http://www.hhs.gov/od. Sole Source Justification Pursuant to 41 U.S.C. 253 (c)(1) as set forth in the Federal Acquisition Regulation (FAR) at 6.302-1, Only One Responsible Source, Rand Worldwide Subsidiary, Inc. (formerly Avatech Solutions, Inc.) d/b/a IMAGINiT Technologies is the only organization which possesses the intimate knowledge and experience with the intricate details of the customized version of the NLM's ARCHIBUS Computer Aided Facility Management (CAFM) software system which is critical to NLM in terms of the Contractor having the capability to respond to the immediate database issues that arise during this requirement. Rand Worldwide Subsidiary implemented and customized NLM's ARCHIBUS CAFM software system. Utilizing Rand will enable the NLM to build upon its existing database infrastructure and platform which has been customized by Rand over the past 5+ years. Rand has also been providing annual system technical support, annual software maintenance, software configurations, system and software upgrades for the customized NLM ARCHIBUS CAFM System. Rand has the intimate knowledge of the unique NLM facility management scripts and the current software customizations to ensure the NLM ARCHIBUS CAFM System remains compatible to NIH's integrated systems such as NIH Enterprise Directory (NED), nVision and the NIH campus monitoring environmental monitoring system (Siemens). This intimate knowledge is critical when updating the customizations for the NLM ARCHIBUS CAFM system software upgrade. Rand's detailed knowledge of the specific customizations allows for NLM's quick identification for the patching of security vulnerabilities, program bugs and the identification of compatibility with newer versions of enterprise software that is currently in use within the NIH. Rand's knowledge of the customized details enables it to maintain the NLM ARCHIBUS CAFM system at an operational status and also provides the capability to correct any script errors immediately. Utilizing a different Contractor will provide numerous challenges of learning and understanding of the detailed and complex NLM ARCHIBUS CAFM System implemented by Rand as well as lacking the immediate ability to resolve communication challenges caused by firewalls. Selecting another Contractor other than Rand to modify the customized existing modules of the NLM's ARCHIBUS CAFM System or to implement a new model poses compatibility issues and would also result in delayed response time and the implementation of any database upgrades. The following provisions and clauses apply to this acquisition and are incorporated by reference. Full text may be found at https://www.acquisition.gov/Far FEDERAL ACQUISITION REQULATION (FAR) CLAUSES FAR 52.212-4 Contract Terms and Conditions-Commercial Items FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes and Executive orders This is not a Request for Proposals (RFP), nor is a RFP available; however, all responsive sources may submit a proposal in a timely manner which will be considered by NLM. Firms interested in responding to this notice must be able to provide the referenced service as specified above. Responses must be in writing and must be received electronically at the Government infrastructure by 2:00 PM EST on Friday, August 5, 2016. Proposals must include pricing information and should reference Solicitation No. NIHLM2016811SRE and should be submitted to sheila.edmonds@nih.gov. Inquiries regarding this procurement shall be submitted electronically to sheila.edmonds@nih.gov and shall be received by 3:00 PM EST on Monday, August 1, 2016.
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