SOURCES SOUGHT
D -- Animal Protocol, Animal Facility Operations and Veterinary Medical Records Management Software for NIH Animal Health Care Section
- Notice Date
- 4/30/2018
- Notice Type
- Sources Sought
- NAICS
- 541511
— Custom Computer Programming Services
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, National Institute on Drug Abuse, 6001 Executive Boulevard, Room 4211, MSC 9559, Bethesda, Maryland, 20892-9559, United States
- ZIP Code
- 20892-9559
- Solicitation Number
- SBSS-NIH-NIDA-18-4895770
- Archive Date
- 5/16/2018
- Point of Contact
- Jason Williams, Phone: 3014965985, Nancy Lamon-Kritikos, Phone: 301-480-2447
- E-Mail Address
-
Jason.Williams1@nih.hhs.gov, nancy.lamon-kritikos@nih.gov
(Jason.Williams1@nih.hhs.gov, nancy.lamon-kritikos@nih.gov)
- Small Business Set-Aside
- N/A
- Description
- This is a Small Business Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding: (1) the availability and capability of qualified small business sources; (2) whether they are small businesses; HUBZone small businesses; service-disabled, veteran-owned small businesses; 8(a) small businesses; veteran-owned small businesses; woman-owned small businesses; or small disadvantaged businesses; and (3) their size classification relative to the North American Industry Classification System (NAICS) code for the proposed acquisition. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a small business set-aside is possible. An organization that is not considered a small business under the applicable NAICS code should not submit a response to this notice. This notice is issued to help determine the availability of qualified companies technically capable of meeting the Government requirement and to determine the method of acquisition. It is not to be construed as a commitment by the Government to issue a solicitation or ultimately award a contract. Responses will not be considered as proposals or quotes. No award will be made as a result of this notice. The Government will NOT be responsible for any costs incurred by the respondents to this notice. This notice is strictly for research and information purposes only. North American Industry Classification System (NAICS) CODE : The NAICS code applicable to this requirement is 541511 - CUSTOM COMPUTER PROGRAMMING SERVICES. The small business size standard for this NAICS code is $27,500,00 or less in average annual receipts. Background Information: The National Institutes of Health (NIH) is the nation's leading medical research agency and the primary Federal agency whose mission is to seek fundamental knowledge about the nature and behavior of living systems and the application of that knowledge to enhance health, lengthen life, and reduce illness and disability, conducting, supporting and making medical discoveries that improve people's health and save lives. The National Institute of Neurological Disorders and Stroke (NINDS) is a part of the National Institutes of Health (NIH), conducting research into the cause, treatment, and prevention of neurological disorders. The NINDS mission is to seek fundamental knowledge about the brain and nervous system and to use that knowledge to reduce the burden of neurological disease. Statement of Need and Purpose: The Animal Health Care Section (AHCS), National Institutes of Health requires replacement software for two separate systems currently in use, one for managing Animal Study Proposals (ASPs), and one for managing animal facility operations. The AHCS needs to acquire and implement a commercial, off-the-shelf (COTS) software system to be used by NINDS and NIDCR to facilitate the tracking and maintenance of animal protocols, animal inventory, breeding, facility operations and health status of research animals. In brief, the system shall: Track and maintain specific regulatory requirements (IACUC Tracking). Have automated, multi-species animal inventory management and census reporting for animals and cages and for billing and cost accounting. Have ability to track and maintain data for animals being imported and quarantine testing (Receiving and Quarantine) and animals being exported. Have functionality for animal health monitoring and veterinary assessments. Provide online access and reporting to intramural investigators and other stakeholders. Comply with Federal, HHS, and NIH Information Security regulations and policies. The Contractor shall facilitate the implementation and integration of a COTS software system, insuring preservation of data in existing software systems currently in use, minimizing downtime and impact to users. Background Information and Objective: Glossary: ACUC- Animal Care and Use Committee ASP - Animal Study Proposal NCCIH - National Center for Complementary and Integrative Health NHLBI - National Heart, Lung and Blood Institute NIDCD - National Institute on Deafness and Other Communication Disorders NIDCR - National Institute of Dental and Craniofacial Research NINDS - National Institute of Neurological Disorders and Stroke The ACUC that that supports investigators of NINDS, NIDCD and NCCIH reviews ASPs uses an ASP management software system that has existed since approximately 2005. It was developed and supported by NHLBI. NHLBI will no longer provide support for this system after December 2018. The computer code underlying this web-based system is antiquated and requires a replacement system. The ACUC supporting investigators of the NIDCR uses a different system developed within NIH that is also due to be retired. The AHCS operates two animal facilities, a small one in Bldg. 10/ACRF and a much larger one in Bldg. 35. Some facility management tasks, such as cage card creation and census tracking, utilize a software program developed in-house by a part-time independent contractor. Despite years of development efforts, the program provides mixed results, at best. The NIDCR animal program operates an animal facility in Bldg. 30. Both animal programs also house animals in other facilities on the NIH Bethesda campus that are operated by other entities. The ASP and animal facility operations systems exist in silos; the information contained in them is not easily shared. Our objective is to acquire a commercially available integrated software package that can replace these systems and extend their capabilities. There are multiple vendors with market-tested software packages that typically are available in several modules. A secondary objective is to acquire a module that will allow us to transition our veterinary medical records from paper to electronic format to gain additional efficiencies. Generic Name of Product: Animal Protocol, Animal Facility Operations, and Veterinary Medical Records Management Software. Salient characteristics The general features of the system are described first. Specific features of the three functions (ASP management, facility operations and medical record management) are provided following the general attributes. The system should provide one access point for all functions, including ASP management, animal health records, technical requests and facility management functions (including census, animal number monitoring, report generation, user training documentation, etc.), all of which communicate with each other. Overall system requirements: •Web based •Compatible with Apple and Microsoft systems, at a minimum •Full integration between modules •Uses resource pools within the database •Oracle or MS SQL Server database structure •Internal server-based or Cloud-based •Choice to purchase outright or SAAS (software as a service) •Section 508 compliant. Offerors will need to submit a completed Product Accessibility Template https://www.hhs.gov/web/section-508/contracting/technology-products/product-accessiblity-template/index.html. System documentation must also be 508 compliant. •Ability to use wireless devices for data entry and system interface at the animal room/animal cage level •Ability for users to configure most/all features (user configurable) •Should have ability to customize "views" that allow user to only view data fields that they need to utilize •Capability of supporting Active Directory for user authentication. System should support at least two of the following: Native Windows Authentication, LDAP, or SAML. •Web based user dashboards •Audit trails •User based •Support for RFID and barcode input devices •Robust data querying capabilities •Robust reporting capabilities •Full data importing and exporting capabilities •Ability to integrate with existing, currently-used software (identified for each of the three Functions in the Function descriptions below) •Design includes dropdown lists for data consistency and ease of data entry •User notifications thru email server (MS Outlook), messaging, and system dashboard •Onsite hosting (latest windows server or RedHat Linux, database of MS SQL server or Oracle) or cloud hosting that is FedRamp Certified •If onsite, ability to host on existing VMware Virtual Hosting cluster •If onsite, ability to be patched monthly with Operating system, Database, Vendor and other security updates. •Integration with NIH CA Siteminder SSO (single sign on) to allow AD username, password and also PIV card access •Offeror will setup multiple environments (test, staging, training and production) to support evaluation and implementation of the software. Will configure the COTS software to meet the functional and technical requirements of this Purchase Description. •Offeror will provide training for end-users on application use, systems administrators on administering and managing the COTS product and provide documentation and training manuals. •Additional desirable (not required) features: oGLP compliant/validate-able oAutomatically generates email reminders when signatures or tasks are overdue. Animal Protocol Management Function: Current systems in use for Animal Protocol Management are a web based system at NINDS and FileMaker at NIDCR. The COTS system for this requirement must be able to migrate approximately 3-5 years' worth of existing data from these systems. •Allows PIs and lab members to easily create new protocols, protocol amendments and annual reviews. •Permits creation of a copy of previous version of a protocol, including all approved amendments, at the time of protocol renewal. •Allows storage and retrieval of descriptions of commonly performed procedures which can be accessed by all users (boilerplate language). •Responses to questions permit unlimited, or very generous, numbers of characters to be entered. •Ability to upload a variety of image types. •Track and alert when required training courses are completed and when refresher training is due. •Permits storage and retrieval of training and experience information of PIs/lab members within the protocol. •Supports queries concerning which personnel are identified on which protocols. •Supports two different animal protocol formats for the two different ACUCs •Allows User-customization of at least some protocol fields to limit uploading of supplemental documents. •Periodically auto-saves documents in progress, including at the times of entry into sleep mode or session time-outs. •Identifies areas of missing information in protocol drafts and submissions. •Automatically notifies ACUC support staff when documents are submitted. •Allows ACUC support staff to easily generate meeting agendas and letters to PIs after ACUC review of documents and after document approval. •Separates language entered in protocol amendments from previously approved language to allow efficient review of amendments by ACUC members and other users. Allow IACUC reviewers to electronically comment on IACUC applications •Route IACUC applications for review and approval, notifying reviewers by email •Permits document approval at multiple levels (administrative, veterinary verification and consultation, designated member review and full ACUC review). •Supports electronic signatures •Automatically generates email reminders to PIs and/or lab members at User-set intervals before annual review and protocol renewals are due. •Automatically imports data from facility operations module and deducts animals ordered or bred in-house from the number of approved animals for each animal protocol. •Allows importation of numbers of animals already used on existing protocols at the time of implementation. •Allows Principal Investigators to view animal usage data. •Permits either uploading or creation of limited-information versions of animal protocols that are approved by other IACUCs under which animals will be housed in our facilities. •Automatically generates email notices to PIs and/or lab members when User-determined levels of approved animal usage is reached. •Allows ACUC support staff to generate lists on animal procedure locations to be visited for semiannual inspections. •Permits tracking of deficiencies identified on semiannual inspections relative to ACUC-established correction dates. •Allows ACUC support staff to retrieve numbers of animals used, by species and USDA pain/distress categories during User-set intervals for reporting purposes. •Facilitates AAALAC program description by supporting queries for specific items such as hazard use, multiple survival surgery, food or fluid restriction, physical restraint, etc. Facility Operations Function: Current systems in use for Animal Protocol Management are an 8.1 GB Microsoft Access Database (cage card creation and census tracking) at NINDS (no software currently in use at NIDCR). The COTS system for this requirement must be able to migrate approximately 3-5 years' worth of extisting data from these systems. Software must allow for importation of data from the Oracle-based NIH Central Animal Procurement System (CAPS). (The software for this requirement will NOT encompass animal ordering, only the ability to import data from the extant central NIH CAPS Oracle-based system). •Generates cage cards and/or labels to uniquely identify individual cages. Cards or labels can be generated in advance and left in holding rooms for investigator use when separating cages. •Activates/deactivates cage cards easily. •Cage cards deactivated after User-defined interval of absence during census-taking. •Tracks cage cards on expired protocols and permits easy replacement or update when protocols are renewed. •Can generate lists of cages currently assigned to particular protocols. •Supports reconciliation of database information to easily identify discordant or erroneous information. •Generates reports of expected deliveries of animals, feed, bedding, and other supplies by type, date and vendor. •Segregates orders by funding stream. •Imports data from the NIH Central Animal Procurement System (CAPS) and deducts the animals ordered from the number of approved animals available to the PIs/lab members •Imports animal numbers data from in-house breeding and deducts the animals from the number of approved animals available to the PIs/lab members •Supports census-taking of cages currently in use in each facility, by facility, by housing room, by PI and by protocol number. •Allow for the use of hand held device or similar to capture census data •Generates monthly census reports by Institute, PI, location (building and room), cages assigned and the current or average cages used for a period of time. •Generates notifications when a PI's active cages in the facility exceed their cage allocation. •Maintain & Track room/facility capacity & occupancy levels for both animals & cages •Track census data at various levels and across multiple facilities: Lab, Investigator, Accounts, Animal Study Protocols •Tracks breeding cage data including Building, room number, protocol number, cage card number, species, strain, birth dates and dates on which weaning is due. •Supports queries of rodent weaning information by time period and by protocol. •Tracks inventories of supplies and equipment, and their locations within the facility. •Tracks equipment requiring periodic calibration or preventive maintenance and the due dates of these services. •Tracks equipment requiring periodic sanitization and its location; tracks the due dates of these services. •Accepts census data of cages present within the facility by date and species. Can accept bar codes, RFID and QR/Aztec codes. •Supports electronic versions of various husbandry forms and activity logs and allows data entry via smartphone or tablet interface. •Tracks training of animal facility staff. •Accepts uploads of visual aids used in training of facility staff and PIs/lab members. •Supports links to SOPs and other useful documents which can be read via smartphone or tablet interfaces. •Supports design and execution of an animal health surveillance program. Must have the ability to track sentinel health monitoring, both results and scheduling, by facility, room, rack, cage and animal •Allows recording animal testing data and results •Maintains and tracks facility health status data •Supports tracking of imports and exports of animals to/from other research facilities. •System must have ability to track and maintain data for animals being imported and quarantine testing: •Must allow tracking importation and health status of animals being imported to facilities •Must allow web-based processing of import and export requests •Tracks importation dates and release dates •Generates testing schedule based on type of importation •Generates multiple reports based on quarantine projects •Allows recording/uploading of health status reports from multiple Institutes at NIH •Approval, arrival and export of animals in quarantine •Must have the ability to track animal shipments, including requestor, shipping destination, courier service to be utilized, required health documents, date of request for shipment, date of shipment and shipping costs. •Must have ability to upload health records required for shipping, allow for electronic signature for approvals, and have the ability to identify animals for shipping. •Supports task management with User-generated lists which can be customized for each member of the facility and veterinary staffs. Supports task scheduling. •Tracks the allocations of cages by Building, Institute, PI, room and rack levels. Tracks the locations within the facility of cage allocations. •Tracks utilization of cage allocations and space available to PIs/lab members. •Automatically generates notifications of PIs whose cage census exceeds their cage allocations. •Permits investigators to submit technical service requests. •Additional desirable (not required) features: oSupports the ability to track and bill for staff time performing technical or breeding colony support procedures. Allows technical staff to record number of hours worked procedures: oSupports breeding colony management and record keeping. oCage cards distinguish the origin of the housed animals, for example: ordered from a vendor; weaned from in-house breeding; transferred from another facility; etc. Veterinary Medical Records Management Function: No data migration is required for the Veterinary Medical Records Management Function. •Supports User-defined customizable templates, including drop-down menus •Supports multiple species •Supports animal graphical model for describing surgical and disease location •Permits data (observations, treatments, surgical history, etc) entry from multiple sources including computers, tablets and smartphones. •Has the ability to enter data on individual animals or groups of animals in a batch process if the same procedure(s) is performed on animals •Must have individual user ID attached to each entry into the medical record •Generates cage card images or accepts images from ancillary devices. •Accepts uploads of other informational documents. •Supports links to ASPs, SOPs and other system reports. •Supports task templates for User-defined typical treatment plans for common conditions •Can import existing medical records. •Generates email notifications to technicians and veterinarians when examinations and rechecks are due. •Generates email notifications to investigators when new animal health cases are found (including any prior treatments), or treatment plans updated. Permits entry and storage of investigator contact information and maintains distribution lists by lab and animal protocol. •Permits queries of health problem incidence/prevalence by problem type, housing room, facility and/or protocol •Permits queries of animal mortalities by housing room, facility, protocol and/or rodent strains. Implementation, Configuration and Training Implementation, configuration of the system and training are part of this requirement. During implementation periodic actual or digital meetings, suggested biweekly, to discuss and monitor the progress and challenges encountered in implementation and optimization of the system to our work sites. It is anticipated that 2-4 on-site visits by a vendor project officer will be needed to become familiar with our operations and assist with implementation, acceptance and transition onto the new system. An implementation test package should be offered for each function listed above; this package should allow validation of the accuracy of the software in the NINDS/NIDCR environments using test cases and scenarios relevant to the animal research environment. Warranty A 12-month warranty is required for this software package. Four successive 12-month Term Options will also be made part of this contract for on-going maintenance support. Quantity : One software package encompassing all three Functions contained in the Salient Characteristics section of this Purchase Description (Animal Protocol Management Function, Facility Operations Function and Veterinary Medical Records Function) for an estimated 320-400 users. One implementation test package to allow for validation of the accuracy of the software in the NINDS/NIDCR environments using test cases and scenarios relevant to the animal research environment for each of the three Functions contained in the Salient Characteristics section of this Purchase Description. Training of on-site users for software package prior to final implementation. A 12-month warranty is required for this software package. Delivery Date/Timeline for Implementation: Implementation to begin upon receipt of order. It is anticipated that configuration of the software to function optimally in our worksites will take 1-2 months; with testing of the software occurring concurrently and informing the optimization. Training on-site users is expected to take approximately one month. Ideally, the date of conversion will take place no later than December 1, 2018, though an earlier date is desirable. A proposed timeline from the date of award should be included in the proposal. Contract Type : A firm-fixed price type contract for commercial items is anticipated for this acquisition with a Base Requirement inclusive of the final delivery the software package and related implementation support activity inclusive of data migration from extant systems, configuration of the software to function optimally in the ACF facilities, testing of the software and training of NIH staff on use of the software package. Additionally, a 12-month warranty will be made part of the base requirement. Four successive 12-month Term Options for ongoing annual maintenance support will also be included in this contract. Delivery Location : National Institutes of Health Bldg. 35 35 Convent Drive, Rm. 3B207 Bethesda, MD 20892 Capability Statement / Information Sought: Small business Contractors that believe they possess the ability to provide the required software and integration services should submit documentation of their ability to meet the project requirements to the Contract Specialist. Submitted Capability Statements should specifically address your organization's ability to meet the requirements contained in the Salient Characteristics section of this announcement as generic marketing brochures may not be sufficient for the Government to affirm an organization's likelihood of successfully meeting the performance requirements specific to this acquisition. Contractors should also provide their Company Name, DUNS number, Physical Address, and Point of Contact Information and if applicable, Federal Supply Schedule (FSS) contract number. Interested organizations are required to identify their type of business, applicable North American Industry Classification System Code, and size standards in accordance with the Small Business Administration. The government requests that no proprietary or confidential business data be submitted in a response to this notice. However, responses that indicate the information therein is proprietary will be properly safeguarded for Government use only. Capability statements must include the name and telephone number of a point of contact having authority and knowledge to discuss responses with Government representatives. Capability statements in response to this market survey that do not provide sufficient information for evaluation will be considered non-responsive. When submitting this information, please reference the solicitation notice number. All responses to this notice must be submitted electronically to the Contracting Officer. Facsimile responses are NOT accepted. All capability statements sent in response to this Small Business Sources Sought Notice must be submitted electronically (via email) to Jason Williams, Contracting Officer, at willjas@nida.nih.gov. All responses must be received by the specified due date and time in order to be considered. The response/Capability Statement must be received on or before May 11, 2018 at 5:00 PM EST. Note: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in the response. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After review of the responses received, pre-solicitation and solicitation notices may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation. The solicitation release date is pending. The Government intends to negotiate a fixed-price contract.
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FBO.gov Permalink
(https://www.fbo.gov/spg/HHS/NIH/NIDA-01/SBSS-NIH-NIDA-18-4895770/listing.html)
- Place of Performance
- Address: Contractor's facility and at:, National Institutes of Health, Porter Neuroscience Center, 35 Convent Drive, Bethesda, MD 20892, United States
- Zip Code: 20892
- Zip Code: 20892
- Record
- SN04905132-W 20180502/180430230816-c9b6afebc561ac9a327f6d5a140cbbe8 (fbodaily.com)
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