SOURCES SOUGHT
D -- DATA MANAGEMENT SYSTEM - Sample Forms/Reports
- Notice Date
- 12/2/2009
- Notice Type
- Sources Sought
- 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
- NMAN6000-10-01631
- Archive Date
- 12/31/2009
- 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 Sample - Information Security in Acquisitions Checklist This is a request for information (RFI) only as defined in FAR 15.201(e). It does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. Responses to this notice shall not be construed as offers and cannot be accepted by the Government to form a binding contract. The Government will not pay for any information or administrative cost incurred in response to this RFI. All costs associated with responding to this RFI will be solely at the interested party's expense. Not responding to this RFI will not preclude participation in any future RFP if issued. 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. 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 data entry following Department of Commerce (DOC) security requirements. The acquisition of Information Technology (IT) at AOC requires compliance with the Information Security in Acquisitions Checklist, and approval by the OMAC CIO and ITSO. A sample of the Information Security in Acquisitions Check list is attached for information purposes. AOC completes the checklist which helps determine whether the IT system will require additional security measures. 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. 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, and 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 multiple, automated 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. 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, SB/AD's, 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, 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 fuel 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 receive 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. REQUESTED INFORMATION: NOAA/AOC requests a response to each of the following: 1) Describe your company's capability to provide a data management system that meets the requirements detailed in this notice. 2) Describe your experience in developing data management system software. 3) Provide customer contact information (name, phone number, email, and a description of the project) for the three most recent in-progress or completed projects for which you developed a data management solution. 4) Describe your capability to provide long-term customer support for your data management tools. 5) Provide pricing information for your data management solution. RESPONSES: The response to this RFI should not exceed 20 pages single sided in Times New Roman 12 font. Please be advised that all responses become government property. Responses can be faxed no later than 2:00 PM Central Time on December 16, 2009, to Sharon Clisso at (816) 274-6816 or sent via email to Sharon.Clisso@noaa.gov. NOAA/AOC expects to solicit competitive proposals for data management work to being in March 2010, using FY2010 funds. A determination by the Government not to compete this proposed requirement based upon responses to this notice is solely within the discretion of the Government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement in the future. Evidence must be provided of ability to perform the requirement. This RFI is for planning purposes only and is issued in accordance with FAR Clause 52.213 provided at: www.acquisition.gov/far/current/html/52_215.html#wp1144503. No solicitation document exists at this time. DOC, ERAD requires that all contractors doing business with this office be registered with the Central Contractor Registry (CCR) to be considered for an award of a contract. 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. CONTACT INFORMATION: Place of Performance: U.S. Department of Commerce NOAA/Aircraft Operations Center 7919 Hangar Loop Drive, Hangar 5 MacDill AFB, FL 33621-5401 Primary Contact Point: Gregg Glover, Administrative Officer Gregg.Glover@noaa.gov Phone: 813-828-3310 ext. 3021 Fax: 813-828-8922 Secondary Contact Point: Kristie Twining KristieTwining@noaa.gov Phone: 813-828-3310 ext. 3096 Fax: 813-828-8922
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