SOURCES SOUGHT
D -- Electronic reservation management system to make reservations and collect metrics
- Notice Date
- 2/23/2023 7:11:35 AM
- Notice Type
- Sources Sought
- NAICS
- 513210
—
- Contracting Office
- NATIONAL INSTITUTES OF HEALTH NIAID BETHESDA MD 20892 USA
- ZIP Code
- 20892
- Solicitation Number
- NIAID-RFI-23-002F
- Response Due
- 3/10/2023 11:30:00 AM
- Point of Contact
- Danielle Tines, Phone: 4063639251, Tamara McDermott, Phone: 4063757487
- E-Mail Address
-
danielle.tines@nih.gov, tamara.mcdermott@nih.gov
(danielle.tines@nih.gov, tamara.mcdermott@nih.gov)
- Description
- Classification Original Set Aside: None Product Service Code: DA10 IT and Telecom � Business Application/Application Development Software as a Service� NAICS Code: 513210 Software Publishers Place of Performance: Rockville, MD� 20852 USA This is a Request for Information (RFI). This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this RFI is to obtain knowledge and information for project planning purposes. Background The NIAID Office of Science Management and Operations (OSMO)/Office of Workplace Solutions (OWS)/Conference Services and Events Management Branch (CSEMB) is responsible for operating and maintaining the centrally managed conference and meeting rooms at 5601 Fishers Lane, Rockville, MD, along with providing support for virtual and hybrid meetings conducted by the divisions within NIAID. These rooms, along with the services outlined in this document, facilitate the collaboration and knowledge sharing required to support NIAID�s mission. In support of the NIAID mission, OWS is the focal point of the institute�s space and facility services, including meeting facilities management and oversight at Fishers Lane. The operation of the conference and meeting rooms was tasked to NIAID Meet, a dedicated team of federal staff and contractors who interact directly with clients. The NIAID centrally managed meeting rooms at 5601 Fishers Lane consist of thirty-six (36) rooms. There are seven (7) Conference Center rooms on the lobby and garden levels, four (4) Learning Center rooms on the third floor, and eight (8) configurable meeting rooms, and seventeen (17) Resource Libraries on floors 2 � 10. These rooms are distributed throughout the 10-story Fishers Lane building. The Conference Center is in the central common area of the building. These meeting facilities and the services support scientific and non-scientific conferences and reviews for NIAID, as well as for NIAID-hosted or co-sponsored meetings, conferences, and events. Official scientific meetings, reviews and related conference venues are central to carrying out the mission of the Institute as a recognized world leader in infectious diseases research and are instrumental in science discovery and the development of treatments, vaccines, and cures. CSEMB/NIAID Meet uses an electronic reservation management system to make reservations and collect metrics. The current system being used is the Events Management System (EMS), a subsidiary of Accruent. EMS is also used to enter and assign service tickets to support the audiovisual and room setup resources. The product will no longer be available after mid-year 2023, so CSEMB is looking for a supplier to provide a comprehensive conference and meeting rooms scheduler to replace the current system. Purpose and Objectives The anticipated scope of this requirement is to supply the system needed to provide reservations, services requests workflow, and metric reporting for 10,000+ bookings per year, including large scientific workshops and symposia in the conference center, smaller staff and team meetings in the upper floor rooms, plus virtual meetings and events. Historical meeting volumes are in the following section, and specific requirements are below. The meeting volume for 2018 � 2021 is below. Please note that the number of on-site meetings was substantially reduced in 2020 and 2021 due to Covid restrictions, and the volume estimate above is based on current and projected building occupancy in a hybrid working environment. Year� � Attendees� �Upper Floor (UF)� �Conference Center (CC)� � � � �Virtual� 2018� � 233,633� � � � �12,117� � � � � � � � � � 845� � � � � � � � � � � � � � � � � � � � � � � � � � NA 2019� � 207,127� � � � �12,811� � � � � � � � � � 1,014� � � � � � � � � � � � � � � � � � � � � � � � �NA 2020� � 75,324� � � � � �4,056� � � � � � � � � � � �201� � � � � � � � � � � � � � � � � � � � � � � � � � 555 2021� � 48,832� � � � � �298� � � � � � � � � � � � � 7� � � � � � � � � � � � � � � � � � � � � � � � � � � � �838 Requirements It is expected that the requirements specified in this section will be satisfied by the conference scheduling software. CSEMB is seeking a configurable commercial off-the-shelf (COTS) System. A custom developed system or systems requiring significant customization are not being considered. Licenses CSEMB anticipates the following needs: Licenses for thirty-five (35) conference scheduling user accounts Licenses must not be required for: NIAID System Administrators and helpdesk support staff Non-Production environments Licenses and support periods of performance will become effective, and payment will be due, upon NIAID�s acceptance of the system. General CSEMB seeks a System that will: Be offered as Software-as-a-Service and/or cloud-hosted solutions. A COTS system is preferred. Systems designed to be installed on premise at NIAID�s computing facility will not be considered. Support integration with NIAID specified Security Assertion Markup Language (SAML)-based identity providers to permit single-sign-on for NIAID staff. The System must also support native authentication for users without records in a SAML identity management provider. Support role-based access and permission management. Support role-based access to all functions and workflows. Include security features to restrict and report unauthorized access attempts. Maintain audit logs of all system activity and document changes. Fully support current and new versions of Windows and Macintosh operating systems. Fully support current and new versions of Google Chrome on Windows and Macintosh, and Apple Safari, Microsoft Edge, on their respective operating systems. Be Section 508 compliant, in a way that is efficient to develop, implement, test, and use by all members of the NIAID user community. Be Federal Information Security Management Act (FISMA) Low compliant. FISMA certification will be required prior to placing the system in production use. Federal Risk and Authorization Management Program (FedRAMP) certification is highly desirable but is not necessary. Include fully functional test environment that is configured identically to the production environment. �Other Inspections The Vendor provided System will be subject to government initiated Federal Information Security Management Act (FISMA) audits and Independent Verification and Validation (IV&V). The reports and findings of any similar inspections done on behalf of the Vendor must be provided to NIAID. CONFERENCE SCHEDULING SPECIFIC REQUIREMENTS Requirement ID Requirements �Section 1 - Initiate a Reservation FR-001 - The solution shall provide the ability to indicate the rooms that are fully booked or available for reservations in real time FR-002 - The solution shall have built in APIs with the� ability to call and retrieve information from existing NIAID solutions/products FR-003 - The solution shall provide a configurable/customizable front page for everyday users to check for room availability, furniture configurations and rooms photos FR-004 - The solution shall differentiate between the different types of rooms for meeting reservations FR-005 - The solution shall have the ability to list the details of each room capturing the setup of each room type: conference center; upper floor meeting rooms; learning center; and virtual meetings FR-006 - The solution shall have the ability to list available resources (personnel, configurations, equipment, and amenities) that, when requested, can be entered into the system for work orders/workflow/reports Section 2 - Process a Reservation FR-007 - The solution shall provide specific roles with a display interface to manage user account privileges (Modify, activate, edit, delete user accounts, etc.) FR-008 - The solution shall have the ability to generate a robust number of configurable reports and exportable ad-hoc queries based on selected criteria, and should be filterable by user group or role type Section 3 - Verify a Reservation FR-009 - The solution shall automatically generate confirmation emails FR-010 - The solution shall have customizable user groups with customizable permission structures FR-011 - The solution shall allow the specific roles to confirm meeting setup Section 4 - Execute/Close a Reservation FR-012 - The solution shall have the ability to integrate with content management systems (CMS) and other NIAID systems to display data FR-013 -�The solution shall integrate with panels (Crestron) outside of the meeting rooms FR-014 - The solution shall have the capability to ingest data from previous system Section 5 - NFR NFR-001 - The solution shall provide front facing UI that is easy to use for clients and specific roles NFR-002 - The solution shall provide a layout that is conducive to 508-compliant content and shall enforce 508 compliance for content NFR-003 - The solution shall be compliant, as applicable, with all HHS security standards NFR-004 - The solution at a minimum, compatible with Windows 10 and MAC operating Solutions NFR-005 - The solution must have reliability to minimize risk of event management software downtime NFR-006 - The solution must allow local administrators to add/delete users, add/delete User-Defined-Fields and add/delete/edit items in individual categories (e.g., room types, services, descriptions, etc.) TECHNICAL SERVICES REQUIREMENTS The second objective of this potential procurement is to obtain services to ensure the successful configuration, integration, validation, adoption, and operation of the System. The Vendor must provide these tasks through the professional services arm of the Vendor�s company, a third-party systems integrator, or both. Technical services deliverables are grouped into two broad categories: Initial Tasks � These include all the activities needed to configure and deploy the System. Ongoing Tasks � These include all the activities needed to support a fully operational System. INITIAL TASKS The primary objectives of these tasks are to: Train key NIAID project team members and initial users in the capabilities and use of the System. Determine and document NIAID requirements (e.g., permissions model, business processes, naming conventions, etc.). Migrate existing conference scheduling submissions from the legacy system while maintaining the lifecycle of the submissions. Period of Performance The anticipated period of performance for this requirement is a base year: 8/1/2023 to 7/31/2024 and up to four (4) option years. Other Important Considerations Although staff hoteling and self-service small meeting rooms management can be part of the solution, NIAID requires a comprehensive conference center solution that manages not only room reservations but manages workflow for ancillary services such as AV support, furniture configurations, conference provisions (e.g., easels, water service, charging stations) and signage. Capability Statement All capable vendors should respond with a capability statement of no more than six (6) pages excluding attachments by March 10, 2023, at 2:30PM (EST). Responses should be delivered digitally via email in either Microsoft Word or PDF formats to the addresses listed below under Government Point of Contact. As part of the response, please include the following: Describe your organization�s technical capabilities and COTS solution that meets the requirements listed above. If your organization cannot meet specific requirements, identity them, and explain why not. Technical documentation, brochures, and product catalogs may be submitted as attachments to your response. Organization name, address, point of contact, email address, website address, telephone number, and Unique Entity Identifier (UEI) Identify if your organization is the developer of the solution or a publisher/reseller. If you are the developer, do you have publisher/resellers available? If you have publisher/resellers, please provide the company(s) UEI number. Identification of a Best-in-Class (BIC) contract vehicles including Government Wide Acquisition Contracts (GWAC) (e.g., GSA Schedule, NITAAC, SEWP) they may possess or are award of that would support this potential requirement. If you organization does not provide the products/services under a GWAC, please identify availability as OPEN MARKET ONLY. Pricing models offered by your company. Published price lists for your product and services. If commercially available list pricing is not available, provide a Rough Order of Magnitude. Do you expect to offer a new product or service sometime in the future that might affect this requirement? Provide a list of any proprietary data/components or embedded components associated with the use of your products. Possible solutions and approaches that may currently exist in the marketplace, and information regarding innovative ideas or concepts. Any other information that may be helpful in developing or finalizing NIAID�s acquisition requirements. Government Point of Contact Primary POC: �������������������� Danielle Tines� � � � � � � � danielle.tines@nih.gov Secondary POC:��������������� Tamara McDermott ������� tamara.mcdermott@nih.gov Disclaimer and Important Notes This notice does not obligate the Government to award a contract or otherwise pay for the information provided in 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. Information provided will be used to assess tradeoffs and alternatives available for the potential requirement and may lead to the development of a solicitation. 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. Any solicitation resulting from the analysis of information obtained will be announced to the public in Federal Business Opportunities in accordance with the FAR Part 5. However, responses to this notice will not be considered adequate responses to a solicitation. � Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).�
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