SPECIAL NOTICE
70 -- Proprietary Chemical Information Database
- Notice Date
- 8/4/2016
- Notice Type
- Special Notice
- NAICS
- 541512
— Computer Systems Design Services
- Contracting Office
- Department of the Army, U.S. Army Medical Research Acquisition Activity, U.S. Army Medical Research Acquisition Activity, Attn: MCMR-AAA, 820 Chandler Street, Frederick, MD 21702-5014, Maryland, 21702-5014, United States
- ZIP Code
- 21702-5014
- Solicitation Number
- W81XWH-16-T-0191
- Archive Date
- 9/3/2016
- Point of Contact
- Sharew Hailu,
- E-Mail Address
-
sharew.hailu.civ@mail.mil
(sharew.hailu.civ@mail.mil)
- Small Business Set-Aside
- N/A
- Description
- The United States Army Medical Research Acquisition Activity (USAMRAA) intends to negotiate on a sole source basis, IAW FAR 6.302-1(a), with CORE INFORMATICS,LLC 36 E Industrial Rd Second Floor Branford, CT, 06405-6533 as the only responsible source that can provide the required proprietary software specifically built to support the Walter Reed Army Institute of Research's efforts in managing its chemical information database. This acquisition is being conducted under FAR Part 12 Acquisition of Commercial Items and FAR Part15 Contracting by Negotiations. Provisions and clauses in effect through Federal Acquisition Circular 2005-24 are incorporated. 1.0 BACKGROUND The U.S. Army Medical Research and Material Command (USAMRMC), in particular the Division of Experimental Therapeutics (ET) within the Walter Reed Army Institute of Research (WRAIR), are actively involved in the acquisition of a large number of diverse drug-like chemicals. These chemicals are utilized for evaluation as potential therapeutic pharmaceuticals against parasitic diseases, viral diseases, and infectious diseases. Presently there are over nine hundred thousand chemical compounds in storage, and it is anticipated that at approximately ten thousand new compounds will enter the program annually. Approximately seven hundred samples are shipped on a monthly basis to various screening laboratories and research investigators both in the United States and foreign countries. Central to the mission is data management and storage of the chemical and biological information associated with each chemical. This information is currently stored in a commercial off-the-shelf (COTS) Laboratory Information System created by Core Informatics. 2.0 OBJECTIVE The United States Army Medical Research and Material Command via the Walter Reed Army Institute of Research (USAMRMC-WRAIR) seeks a sole source contract with Core Informatics to provide integrated technical support for software updates, database management support, customization, appropriate software licenses, and sustainment. The overall objective is for Core Informatics Inc. to update and sustain the existing Core Informatics based database in order to insure the ongoing access to our data archive going forward in support of the USAMRMC-WRAIR drug discovery and development mission. 3.0 SCOPE OF WORK 3.1 Core Informatics shall provide software updates to the Core Informatics CORELIMS software product. The CORELIMS product is a web-based, commercially off-the-shelf (COTS) software system that manages the biological and chemical data, inventory, and tracking of more than one million chemicals. 3.2 Core Informatics shall provide licenses for the Oracle database software, the ChemAxon software, the CORELIMS software, and any other software license required by the overall CORELIMS system to operate. 3.3 Core Informatics shall provide technical support for the duration of the contract. This includes CORELIMS application technical support and database management support associated with maintenance of a modern, drug development database. 3.4 The contactor shall assist Experimental Therapeutics with compliance with changing compliance requirements related to priorities and technologies in computer hardware and software as dictated by the Dept. of Defense Certificate of Networthiness and the Risk Management Framework (RMF). 3.5. Compound management: an existing third-party contractor is responsible for compound management. This existing contract includes maintaining the chemical repository located in Rockville, Maryland, which houses a chemical inventory of nearly one million and half compounds. The contract involves the accessioning of samples, shipping, receiving, weighing, and handling requirements in addition to the input of chemical data associated with the purchase of large libraries. The third-party contractor will continue to be responsible for the physical compound management. Core Informatics associated with this contract will provide a method for integrating the data associated with compound management utilizing the CORELIMS software. 3.5.1 Database and server management: an existing third-party contractor is currently responsible for the administration, operation, and maintenance of the CORELIMS server located at the chemical repository in Rockville, Maryland. The CORELIMS server is not connected to the Army network and will be accessed by Government personnel through a web interface. The contractor is responsible for including and sharing the RDBMS license as part of the data management package 3.5.2 If the Risk Management Framework and Army security requirements become more restrictive in the future; Core Informatics must be prepared for the CORELIMS server to be located at the WRAIR. If this migration occurs, Core Informatics is required to install the Oracle database, CORELIMS software and associated software (Apache Tomcat webserver, Linux operating system) on a server at the WRAIR under the guidance of the WRAIR Information Management division and in accordance with the Risk Management Framework. 3.5.3 Personnel from WRAIR-ET and the repository contractor will collaborate to address the issues associated with infrastructure, security, and overall implementation. The development and sustainment of the CORELIMS software and database will involve an iterative, problem-solving, collaborative effort involving Core Informatics, the WRAIR, and the repository contractor. The contracting officer representative(s) (COR(s)), or their representative(s), will manage the project and coordinate with each contractor. 3.5.4 The tasks associated with maintaining the CORELIMS software product and database are listed below which will be completed throughout the contract: TASK 1: Technical Support and Customer Service TASK 2: Provide patches/updates for the Oracle database, CORELIMS software, Apache web-server, Linus operating system TASK 3: Provide administrator training TASK 4: Database administration TASK 5: Provide limited customization consistent with the financial limits of the contract TASK 6: Provide software licenses for all aspects of the CORELIMS application and the Oracle database and associated software 3.5.5 Migration of Historical Data into the CORELIMS Database Historical biological data not yet organized into the CORELIMS system must be uploaded to insure accessibility and preservation over time. Core Informatics will assist with migration of this data into CORELIMS as needed. 3.5.6 Access management All system users, including contractor support personnel, must sign a memorandum of non-disclosure agreement before being permitted to access any Army data from the WRAIR. All users must authenticate to the system/database using DoD required methods before being permitted to perform data access operations. Immediately prior to any login attempt, users must be presented with a banner indicating they are attempting to access a system containing government data and all their actions on the system will be logged. The user must actively agree to these conditions by clicking a button or pressing the Enter key. The system must allow users to set new passwords on demand. The system must disable passwords older than three months (90 days). 3.0 Administrator Training Core Informatics shall provide training for the WRAIR-ET system administrators on as needed basis which are to be quoted as separate costs. Database administrator training must include a syllabus that teaches the ability to: • Fully control and manage the database and web server • Manage the production and test environments in-house (WRAIR) • Manage CORELIMS functions and applications • Provide limited security access to users • Add/delete forms/templates • Setup protocol approval routes • Perform a full audit trail of actions • Organize data upload • Manage data mining and data presentation • Manage database refresh and restore • Manage data validation and integrity • Managing and indexing documentation • Manage workflow and project management 5.0 PERFORMANCE SPECIFICATIONS 5.1 Maintenance and operation of the software and database Over the course of a calendar year, the system must be available to users during at least 95% of normal business hours (Eastern Standard Time, 8:00AM to 6:00PM). No more than 100 total hours of system downtime per year can be due to CORELIMS software or support issues. System downtime will be limited to no more than 24 consecutive hours at any time. Upon request of the WRAIR, Core Informatics will provide a written account of any problems and remediation efforts resulting in the system being unavailable for more than one business day. Users will be notified at least 72 hours in advance of any scheduled system downtime during non-business hours. Users will be notified at least one week in advance of any scheduled system downtime during normal business hours. Core Informatics will provide service/maintenance agreements with appropriate third-parties to support the hardware and software comprising the production system. Core Informatics will apply patches and upgrades to system software in accordance with Risk Management Framework requirements and DoD information assurance requirements. Any patches or upgrades deemed critical by the software publisher(s) will be tested and applied as soon as those patches are available. Core Informatics is expected to respond to 1) critical technical support requests within 24 hours and 2) routine technical support requests within 7 days. 5.2 Administrator and user support and consultation Core Informatics will provide on-site or remote technical support, as necessary, for 1) the WRAIR-ET system administrator and user to maintain the Oracle database and the CORELIMS application, and 2) ensuring the information management, user access, confidentiality, and Risk Management Framework security requirements of USAMRMC-WRAIR-ET are effectively maintained. Core Informatics will provide on-site or remote consultation in order to customize and design the data management of new test systems and data output requirements. Core Informatics will bill separately and accordingly based upon on-site or remote technical support or consultation. Core Informatics is required to provide remote technical support during standard operating hours. Outside contractor consultation will be arranged as needed. 6.0 DELIVERABLES 6.1 Delivery Address and Operating Hours Core Informatics will primarily work at the following locations. The RDBMS and COTS software installation will occur at the Rockville, MD location. The maintenance of this software may require travel to both the Silver Spring and Rockville, MD locations. All personnel to perform services under this requirement will be required to adhere to all WRAIR Rules, Regulations and Standard Operating Procedures when working on this project at either the Silver Spring or Rockville locations to include Safety, Security and Information Management/Assurance. LOCATION 1: The Walter Reed Army Institute of Research (WRAIR) 503 Robert Grant Ave Silver Spring, MD 20910 LOCATION 2:The Chemical Repository and servers are located at: 687 Lofstrand Lane, C&D Rockville, MD 20850 7.0 TRAVEL Only travel to Silver Spring and Rockville, Maryland are required for this contract. 8.0 PROGRAM MANAGEMENT Core Informatics shall establish and implement a project management team to manage all technical, reliability, maintainability, product support, and data delivery requirements of the contract. The project management team shall provide and coordinate the logistics and technical support during the development phase of the contract. During the sustainment phase, the project management team shall coordinate the maintenance, support, and consultation as needed. 9.0 QUALITY CONTROL PROGRAM Core Informatics is responsible for outlining a quality control program for the development and sustainment phases of this contract. The program must ensure the key performance parameters and specifications outlined within the contract and are achieved. The quality control program must be outlined within the proposal prior to receipt of award. a. Core Informatics shall establish and maintain a Quality Control Program and document in a Quality Control Plan, to ensure that all services, specified in the Performance Work Statement, are provided and include timeliness and level of quality. b. This plan should be submitted to the Contracting Officer within 30 days from award and should be updated hereafter as approved changes occur. c. Quality Assurance. The Government will monitor Core Informatics' performance under this contract. The Government retains the rights provided in FAR 52.246-4. 10.0 CONTRACTOR MANPOWER REPORTING (CMR) - (ACCOUNTING FOR CONTRACT SERVICES) (OCT 2007) (USAMRAA) The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where Core Informatics will report ALL contractor manpower (including sub-contractor manpower) required for performance of this contract. Core Informatics is required to completely fill in all the information in the format using the following web address: https://cmra.army.mil. The required information includes: (l) Contract Number; (2) Delivery Order Number (If applicable); (3) Task Order Number (If applicable); (4) Requiring Activity Unit Identification Code (UIC); (5) Command; (6) Contractor Contact Information; (7) Federal Service Code (FSC); (8) Direct Labor Hours; (9) Direct Labor Dollars; and, (10) Location. In the event the Contracting Officer's Representative (COR)/Contracting Officer's Technical Representative (COTR) has not entered their data requirements first, Core Informatics must also enter the COR/COTR required data with the exception of fund cite, obligations, and disbursement data. As part of its quote or offer, Core Informatics will also provide the estimated total cost (if any) incurred to comply with this reporting requirement. The reporting period will be the period of performance not to exceed 12 months ending 30 September of each government fiscal year and must be reported by 31 October of each calendar year. 11.0 CONTRACT ADMINISTRATIVE INFORMATION 11.1. Contract description. The Government intends on awarding a Firm-Fixed Price type contract with a base period of twelve (12) months, and four (4) option periods of twelve (12) months each, for a total of five (5) years, if all option periods are exercised. 11.2. Period of Performance: Base Period: 01 September 2016 - 31 August 2017 Option Period One: 01 September 2017 - 31 August 2018 Option Period Two: 01 September 2018 - 31 August 2019 Option Period Three: 01 September 2019 - 31 August 2020 Option Period Four: 01 September 2021 - 31 August 2022 11.3 Contracting Officer's Representative (COR): TBD 11.4 Contractor identification. Contractor personnel must clearly identify themselves as a contractor employee. The name of their company must be part of their email address, all correspondence and all identification badges, desk plates, etc. Additionally, contractor personnel are required to identify themselves as contractor personnel when attending meetings, answering Government telephones, or working in situations where their status as contractor employees may not be obvious. 11.5 Conduct of contract personnel. The COR, with the approval of the Contracting Officer, may require Core Informatics to remove from the job site any employee working under this contract for reasons of misconduct or security, or found or suspected to be under the influence of alcohol, drugs, or other incapacitating agents. Contract employees will be subject to dismissal from the premises upon determination by the COR and the Contracting Officer that such action is in the best interests of the Government. 11.6 Government furnished facilities, supplies, equipment must list. The Government will provide workspace, working supplies, furniture, desktop computers, and access to business telephones (for business purposes only) and other equipment as needed to perform the tasks specified in this PWS. The government will provide any Government regulations and technical manuals needed. 11.7 Government-directed training. Contractors are expected to have the skills to perform their contractual duties. If they must train to maintain the required skills, it is not to be done on Government time. Change in technical requirements and Command determination for total team training are conditions that permit contractor training at Government time or expense. 11.8 Authorized use policy agreement: Core Informatics shall ensure that the Acceptable Use Policy (AUP) Agreement, outlining the terms and conditions in utilization of government computer and communications systems, is signed by all staff assigned to, including all subcontractors and consultants, or performing on this contract and adhere to the terms of that AUP. Assignment of staff who has not executed this statement or failure to adhere to this statement shall constitute default on the part of Core Informatics. 11.9 Invoicing: Core Informatics shall submit invoicing through Wide Area Work Flow (WAWF). 11.10 Replacement of Personnel. When personnel leave, the vendor shall fill the vacant position within 30 calendar days of the employee leaving. Replacement personnel shall have equal or better qualifications as the individual being replaced. 11.11 Company is to have a procedure to notify government of employees leave schedule, to include unplanned absent (sick, etc). Plan shall be submitted to the COR 5 work days after contract award. This is not for the purpose of approving/disapproving the leave, but for planning purposes. 11.12 Post closure: Should the post be closed for inclement weather, Core Informatics shall not report to the Post, but will call their respective employer for instructions. 11.13 Recognized Holidays: The following holidays are observed by the Government and the workplace will not be accessible to the contract employees during these days: New Year's Day Labor Day Martin Luther King Jr. Day Columbus Day President's Day Veteran's Day Memorial Day Thanksgiving Day Independence Day Christmas Day Submit email capability statements (using PDF, MS Word, Excel attachments) to Sharew Hailu at sharew.hailu.civ@mail.mil. PLEASE DO NOT CALL.
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