Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF MAY 31, 2014 FBO #4571
DOCUMENT

J -- Smartbuilder Maintenance Renewal for Author licenses, including hosting, support, maintenance and upgrades to current subscription. - Attachment

Notice Date

5/29/2014
 

Notice Type

Attachment
 

NAICS

511210 — Software Publishers
 

Contracting Office

Department of Veterans Affairs;Health Administration Center;3773 Cherry Creek Drive North, Suite 450;Denver CO 80209
 

ZIP Code

80209
 

Archive Date

7/1/2014
 

Point of Contact

Lindsey Wineland
 

Small Business Set-Aside

N/A
 

Award Number

VA741-14-P-0134
 

Award Date

6/1/2014
 

Description

Attachment B: Request for Sole Source Memo Format DEPARTMENT OF VETERANS AFFAIRS Justification and Approval For Other Than Full and Open Competition 1.Contracting Activity: Department of Veterans Affairs SAO, East, PCA Denver 3773 Cherry Creek N. Dr. 741-14-3-4211-0044 2.Nature and/or Description of the Action Being Processed: Renewal of two each course authoring software licenses and one reviewer license. Firm-Fixed Price. 3.Description of Supplies/Services Required to Meet the Agency's Needs: Course authoring tools simplify the process of implementing instructional strategies, creating menus and navigation schemes, and authoring pages-without extensive technical knowledge. The products we have evaluated are simplified in use to assist the Subject Matter Expert (SME) in development of content for e-learning which requires no programming skills for web development (i.e. Scripting, Java or HTML code) and does not entail significant instructional design skills. We have focused our review on products that are simple and have a short learning curve and ease of use for Subject Matter Experts (SMEs). These products significantly reduce development time and are published into files that are compatible for web-based use (SCORM AICC and 508 compliance). It is possible for content and courseware to be reusable, interoperable, and easily manageable at many different levels of complexity throughout the online instructional environment and transform documents, presentations, graphics, audio, video, and other content to formats that can be used in e-learning and on the Web. SmartBuilder subscription renewal for author license including hosting, support, maintenance and upgrades 2 each at $1,675 for total of $3,349. Reviewer license 1 each at $336. Total estimated is $3,349.33 with 15% discount- $3,132.00 Period of Performance 06/01/2014 -05/31/2015 with 4 possible option periods. 4.Statutory Authority Permitting Other than Full and Open Competition: (X ) (1) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements per FAR 6.302-1; ( ) (2) Unusual and Compelling Urgency per FAR 6.302-2; ( ) (3) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services per FAR 6.302-3; ( ) (4) International Agreement per FAR 6.302-4 ( ) (5) Authorized or Required by Statute FAR 6.302-5; ( ) (6) National Security per FAR 6.302-6; ( ) (7) Public Interest per FAR 6.302-7; Demonstration that the Contractor's Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): Our primary requirements are: (1) collaborative web/team-based authoring and review to leverage existing and new content/assets and accommodate authors and reviewers being in different geographic locations, (2) a platform to evolve with and develop our eLearning program (3) equally important, achieve Section 508 compliant eLearning as well as published files being SCORM and AICC compliant for web placement (4) ability to import and use other applications (PDF, PowerPoint, Camtasia, etc). (5) Compatibility for integration and use the VA Talent Management System (TMS)-Plateau (6) Simplified in use to assist the Subject Matter Expert (SME) in development of content for e-learning which requires no programming skills for web development (i.e. Scripting, Java or HTML code) and does not entail significant instructional design skills. We have been using the SmartBuilder product for four years and non-renewal of this subscription to continue use of the software licensure with Suddenly Smart would pose disruption in our ability to update existing national training and design and develop new e-learning products. Our staff have received formal training as well as one on one support while gaining proficiency and have become proficient in its use. To change products now would require purchasing formal training associated with a different product and would be a duplication of costs already incurred. We have integrated SmartBuilder and performed extensive technical tests, established practices and policies for use within the VA's Talent Management System. To procure a different product at this point would require technical integration and testing with the VA's Talent Management System and require duplication of these efforts that have already been performed. Our satisfaction with the support provided by Suddenly Smart throughout implementation and use over the last year has been exemplary. Purchasing licenses to use/access SmartBuilder software that is hosted on Suddenly Smart's server ensures that we are not locked into buying software and there is no software to install and configure on individual desktops; software upgrades are obtained real time without additional investment; no in-house server requirements; and no firewall issues to address. Having a reviewers license allows us to distribute and obtain subject matter expert reviews across the nation within the hosted server without taking up VA server space and sharing large media files. Suddenly Smart hosts the software and files and the files are accessing by different course designers by simply logging into the web server. The ease of access via a web login to SmartBuilder for authors as well as reviewers is necessitated by the geographic disbursement of staff across the nation. Price, quality and technical comparisons of competing products were initially performed and Suddenly Smart still meets our technical requirements at reasonable prices and provides a 15% government discount. Prior the initial purchase of the SmartBuilder Course Authoring tool DSO/OEM performed a technical evaluation of 4 different products from 4 different vendors and that technical comparison is still valid. Suddenly Smart product of SmartBuilder course authoring product is the only firm capable of sustaining our current e-learning program without incurring duplication of costs such as formal training and testing for integration within the VA's Talent Management System. Suddenly Smart is the only firm capable of providing the product we currently use and that meets our technical requirements stated herein. 5.Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: Prior the initial purchase of the SmartBuilder Course Authoring tool DSO/OEM performed a technical evaluation of 4 different products from 4 different vendors. This document is attached. 6.Determination by the Contracting Officer that the Anticipated Cost to the Government will be Fair and Reasonable: Please see number 7 below. 7.Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Technical and price considerations made: Comparison of Course Authoring Tools FeatureReadyGoSmartBuilder Suddenly SmartAtlantic Link Content PointIntelladon/ Composica *Price$999- each license- stand alone software-Price includes training, support, Paint Shop Pro, Pro-Graphics PPT to flash converter. No GSA contract-Open Market. Locked into purchase of software$1775 annual subscription per author- No software purchased. $1800 for 12 hours of initial training- free training and unlimited technical support on-going after. Unlimited user support. No limit on server. $5325 annual (3 licenses) plus training is initial investment of $7125 plus $335 for one reviewer license. No GSA contract but Govt Discount of 15% included in quoted price. Open market. Not locked into buying software. Fully hosted eLearning course development platform - there is no software to install and configure; no in-house server requirements; no firewall issues to address. Each login is supposed to be user specific so that you only see your content (content that you're supposed to have the rights to edit) in the system. However, which users are currently assigned the licenses can be changed. We can have 10 authors each with their own login credentials but only 3 licenses which are shared among those ten users. BUNDLE Deal: 12 hrs of training, 6 hrs of design coaching, and customized template for $2000.GSA contract 2 day initial training @ contractor's site $1500 plus travel costs to contractor's site. Product is 3 parts: Pricing Option B-Capture Point (1) $435.00, Content Point (1) $1487 and Knowledge Point (1) $3306.00. Hosting $3200.00. Annual cost is $12,206 (3 licenses). Initial investment to include initial training totals $13,706. This price transfers ownership of the software to VA after 3 years and hosting price drops to $2500 annually. Pricing Option C-Hosting Only $7,700 (3 licenses) annual amount never own software. Not fully hosted *Files must still be downloaded on each author's PC to run the software. Pricing Option A is for software purchase and we did not pursue this route. License is not user specific for authoring. $1800 per year per author. $6000 for 3 day training (good for 3 attendees) plus travel to Tampa. This training is based on your own work product. No software purchased and web-based login. For three authors and training total investment would be $11,040, but there will be a 10% discount off these prices. Fully hosted eLearning course development platform - there is no software to install and configure; no in-house server requirements; no firewall issues to address Published filesHTMLFlash/SWFFlash/SWFFlash/SWF/HTML/ Java script *Collaboration During Development Supported- Groupware authoringNo Software and content must be installed on shared server or individual desktop. Single user productContent is managed and created via a web interface - no software to install on the desktop. As a result, one can manage courseware anytime, anywhere from any web browser and is set by permissions. Can have additional "users" for no additional cost. Authors cannot work on the same lesson at the same time. The work around is to: Publish the lesson within the application and then assign another author. There is a built in review tool with permissions to assign people review tasks and then have them mark up the content. Comments are tracked and author can respond to them. This feature will require a reviewer license which run around $335Yes- server based, real time, simultaneous authoring on same course and can "lock" portions being worked on and unlimited "user" issue management and course mark-up with automatic email notification, tracking and audit of issues that are stored on their server.Yes-server based. Different user levels (Developers, Admin, Contributor, Reviewer) Built in project management tools to track and report and built in social interaction surrounding content to include blogs and chats. Logon from web browser to one site. *PowerPoint ImportYesYes, but did not bring graphics. Company enhancing this in one month to be able to bring all content from a PPT file in one importYes and brings all graphs and animations- recommended to do animations in the content developer with Flash tools in lieu of PowerPoint.Yes, and it brings in everything on a slide as independent items for ease in editing and you can specify how you want to bring it in. *Import and use third party-PDF, Captivate, Camtasia, PPT, Snag it)Yes Would still need to use Camtasia/Snag It for screen capturesYes Would still need to use Camtasia/Snag It for screen captures.Yes and the Capture feature of their tool is a screen capture film that is better than Camtasia and Captivate for editing. Excellent feature for software simulations. Could eliminate $ costs of additional or current licenses for Camtasia and upgrades. Yes Would still need to use Camtasia/Snag It for screen captures SCORM/AICC compliant (web standards)YesYesYesYes 508 compliance checks/editsYesNot an output check-building interactivity not static provides flexibility with 508- Author must follow 508 tips in design for content only and insert Alt Tags Not an output check built-in. Author must follow 508 tips in design for content only and insert Alt Tags Not an output check built-in. Author must follow 508 in design for content only and use the Alt tags Smart Navigation SequencingYesYesYesYes Interaction LogicYesYesYesYes Speed of DevelopmentRapidRapidRapidRapid Ability to incorporate Student Feedback-quiz, testsYesYesYesYes Ease of UseStock templates and can create our own. No program skills required. Fairly simple tools for creating. Can build simple to complex interactivity depending on skill level of developer/authorStock templates and can create our own-shared library for media and templates- No program skills required. Fairly simple tools for creating. Can build simple to complex interactivity depending on skill level of developer/authorStock templates. Simple tools for creating and can build simple to complex interactivity depending on skill level of developer/authorStock templates. Simple tools for creating and can build simple to complex interactivity depending on skill level of developer/author. A lot of screens to navigate in "design mode" AccessSoftware installed on PC. No issues for access to published course files- problems may occur with browser but not within the software programServer based and no problems accessing. No issues for published files for different browsers- FlashSever based and no problems. No issues for published files for different browsers-FlashSever based and no problems. No issues for published files for different browsers-Flash Ability to embed media filesYesYesYesYes Page structure/Input ProcessSome inherent structure. Author can create custom navigation. Does have templates and defaults.Page structure built into the tool- similar to PowerPoint. Author can create custom navigation. Does have templates.Page structure built into the tool. Author can create custom navigation and there are templates.Page structure built into the tool. Author can create custom navigation and there are templates. Quiz/TestsVarious TemplatesVarious TemplatesVarious templatesVarious templates LMSIntegrated with PlateauCompatibleCompatibleCompatible Instructional Design/Web DesignBuilt In- Developer needs to understand multi-dimensional and layering. Point and Click/Drag and Drop type tools.Built-In- Developer needs to understand multi-dimensional and layering. Point and Click/Drag and Drop type tools in a "windows" type display.Built-In- Developer needs to understand multi-dimensional and layering. Somewhat more challenging to learn the flash properties but does have "windows" type layout for toolsBuilt-In- Developer needs to understand multi-dimensional and layering. Point and Click/Drag and Drop type tools in a "windows" type display. *Trial CommentsThe demo download was limited and could not get a good feel for design features. No ability for collaborative design. Great videos for getting started. Window in authoring state different than in preview. Made it difficult to design font colors, etc. No problems accessing system via internet. A little slow to load once logging in and launching. Product easy enough to use in getting started with basics and robust design features are supported as author's skills/use increase (i.e. process flows, dialogues). I imported a PowerPoint to start and import and application will not bring graphics/media but did bring in speaker notes. I had to save the media and upload it separately. Company stated this was being enhanced. Excellent tutorials and user guides on the site. Excellent one-on-one support during trial. Will bring in all types of media and no conversion necessary before importing. Software converts all to flash.Initially had a problem accessing the ftp server to download the Content and CapturePoint files. Files will have to be downloaded on each author's PC to run the software. Not having administrative privileges require local IT to install. Recommendation would be to place this on a Citrix Server for course authors to access. Had an initial overview but the navigation and use of the tools were not as intuitive and this was more challenging to use. Imported PowerPoint text and graphics but not speaker notes. The Capture Point tool is the strongest feature of this product and enables enhanced screen recording editable by slide and will record a "show me", "try me" and "test me". Any movie files or other type media must be converted to SWF or FLV type files before importing. Tutorials were vague and no user guide was available.Had vendor do an in-depth demo and then used the tool in their training area called the "sandbox". Design screen is "what you see is what you get". No additional navigation to see how the page will look when published. Imported a PPT and all graphic/text came in. Excellent platform for group authoring/reviewing and project management. Will bring in all types of media and make conversion to HTML, JAVA or SWF within the software. No conversion required before input. Three others were evaluated with an in-depth vendor demonstration. These were not at the level of performance comparability for key features of those detailed above: 1.EMaximizer -Summit-Had vendor do an in-depth demo in lieu of trail. Can't see the page you are working on without going into review mode. A lot of navigation between screen pages for design compared to others. No capability for shared media or authors to work on the same course. No flash assets. No import capability for PowerPoint. Quote: Summit will provide Dept of Veteran Affairs unlimited access to the Summit Trainingweb ® e-Course Builder software for the purpose of building unlimited courses, for an investment of $25,000.00 per year, minus the 9.25% GSA Discount for a total investment of $22,687.50 per year. Dept of Veteran Affairs may renew after year 1 for $10,000.00 per year, minus the 9.25% GSA discount, for a total investment of $9,075.00 per year every year thereafter. 2.CourseAvenue Studio-Had vendor do an in-depth demo in lieu of trail. Uses several screens in design. Unable to resize graphs with drag/drop and must go into separate screen to size graphs and to add media. Design screen does not show "as is" and must preview to review what the published file will look like. A lot of navigation between screens for design compared to others. Budget price quote: Starter Kit 1: Technology subscription for a single (1) organization with ten (10) contributors, and five (5) courses for publication. $22,000 annual, renewal maintenance fees apply for subsequent years. Training one (1) basic training for contributors and one (1) organization administration training model are included. For a new organization, we typically recommend allowing for another training model or two at $2,800 per module or $5,600 total for all authors (8-10 people). Professional Services though, I understand that your team will look to do the import and remediation, so there is a little allocation to start, a 10 hour package to be applied as needed for $1,650. Total Starter Kit 1: $29,250 Final Recommendation Most of products were very similar and comparable in most features we identified as important. The table below presents a brief overview of the three subscription-type products. The software purchase was eliminated from this assessment since it is not really feasible to lock ourselves into a software purchase due to IT purchase requirements as well as the market changes presenting opportunities to use a subscription type product. FeatureSmartBuilderAtlantic Link/Capture and Content PointIntelladon/Composica *Price$1775 annual subscription per author plus $335 reviewer license. One-time on-line training modules $1800 (good for all authors) and no travel costs incurred to attend classes at vendor's site. Excellent tutorials and user guides available. Free on-going training. Fully hosted no downloads and access via web login credentials.Capture Point (1) $435.00, Content Point (1) $1566 and Knowledge Point (1) $3480.00. Hosting $3500.00. On-site training $1500 (good for up to 8 attendees) plus travel costs to vendor's site. The three products are a package. Software (content and capture point) must be downloaded to each author's PC or placed on a Citrix server. $1800 per year per author. $6000 for 3 day training (good for 3 attendees) plus travel to Tampa. Fully hosted no downloads and access via web login credentials. *Collaboration During Development Supported- Groupware authoringOne can manage courseware anytime, anywhere from any web browser and is set by permissions. There is a built in review tool with permissions to assign people review tasks and then have them mark up the content. Comments are tracked and author can respond to them. This feature requires the reviewer license for $335Yes- server based, real time, simultaneous authoring on same course and can "lock" portions being worked on and unlimited "user" issue management and course mark-up with automatic email notification, tracking and audit of issues that are stored on their server.Yes-server based. Different user levels (Developers, Admin, Contributor, Reviewer) Built in project management tools to track and report and built in social interaction surrounding content to include blogs and chats. Logon from web browser to one site. *PowerPoint ImportYes, but did not bring in graphics. It is possible to get the graphics in but required an additional step. Company is enhancing this. It did bring in the speaker notes.Yes and brings all graphs and animations. Did not bring in speaker notesYes, and it brings in everything on a slide as independent items for ease in editing and you can specify how you want to bring it in. Did not bring in speaker notes. *Trial CommentsGreat videos and user guide for getting started. This product by far the most intuitive and great support during trial. Product easy enough to use in getting started with basics and robust design features are supported as author's skills/use increase (i.e. process flows, dialogues). Will bring in all types of media and no conversion necessary before importing. Software converts all files to flash when published.No user guides or tutorials. Limited support in terms of training to use for trial. Product a bit difficult to understand and use initially. Would require extensive training for proficiency. The Capture Point tool is the strongest feature of this product and enables enhanced screen recording editable by slide and will record a "show me", "try me" and "test me". Any movie files or other type media must be converted to SWF or FLV type files before importing.Great support during trial but no user guides for tutorials. Excellent platform for group authoring/reviewing and project management. Will bring in all types of media and make conversion to HTML, JAVA or SWF within the software. No conversion required before input. Appeared to be more of a PowerPoint to Flash conversion tool than a true e-learning design tool. Based on the key features listed above the final recommendation would be to pursue the purchase of SmartBuilder. While this tool is not as robust in terms of group authoring and project management it still has this capability and it would suffice for our use. The support during the trial was excellent and they freely explored the potential design features of this product. There were excellent tutorials and user guides which made this tool by far the easiest to use, learn and actually produce a product within a short amount of time without much reliance on the representative. However, the representative was available at all times and assisted when more advanced features were ready to be explored. 8.Any Other Facts Supporting the Use of Other than Full and Open Competition: See number 7 above. 9.Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: See number 7 above. 10.A Statement of the Actions, if any, the Agency May Take to Remove or Overcome any Barriers to Competition before Making subsequent acquisitions for the supplies or services required: No actions are planned, so state and provide reasons: We have been using the SmartBuilder product for five years and non-renewal of licensure with Suddenly Smart would pose disruption in our ability to update existing national training and deliver new training. Our staff have received formal training as well as one on one support while gaining proficiency and have become proficient in its use. To change products now would require purchasing formal training associated with a different product. We have integrated SmartBuilder and performed extensive technical tests, established practices and policies for use within the VA's Talent Management System. To procure a different product at this point would require technical integration and testing with the VA's Talent Management System. ? 11.Requirements Certification: I certify that the requirement outlined in this justification is a Bona Fide Need of the Department of Veterans Affairs and that the supporting data under my cognizance, which are included in the justification, are accurate and complete to the best of my knowledge and belief. _____________________________ ________________________ Elizabeth ShortleDate Education Coordinator Managerial Cost Accounting Office a.Contracting Officer's Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief. _____________________________ ________________________ Lindsey WinelandDate Contracting Officer PCO East Denver b.NCM/PCM (Required $3K and above): I certify the justification meets requirements for other than full and open competition. _____________________________ ________________________ Kevin CrookDate Contract Manager - T21 & Professional Services PCO East Denver
 

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