15DDHQ20R00000002 conformed to Amend 0002.pdf

DRUG ENFORCEMENT ADMINISTRATION (DEA)

OFFICE OF ACQUISITION & RELOCATION MANAGEMENT

SERVICES SUPPORT UNIT (FACS)

LABORATORY INFORMATION MANAGEMENT SYSTEM (LIMS)

PROGRAMMING AND TESTING SUPPORT SERVICES

REQUEST FOR PROPOSAL (RFP or “solicitation”)

15DDHQ20R0000002

Conformed to include Amendments 0001 and 0002

15DDHQ20R00000002

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24 & 30

1. REQUISITION NUMBER

D-19-SI-0238

5. SOLICITATION NUMBER

15DDHQ20R00000002

Amendment 0002

2. CONTRACT NO. 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 6. SOLICITATION ISSUE

DATE

11/06/2019

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Mr. James Helm james.helm@usdoj.gov

b. TELEPHONE NUMBER (No collect calls)

(202) 307-4054

8. OFFER DUE DATE / LOCAL

TIME

12/09/2019 11:00:00

CODE 15DDHQ

DEA

Attn: Office of Acq & Relo Mgmt (FA) 8701 Morrissette Drive Springfield, VA 22152

9. ISSUED BY X UNRESTRICTED OR SET ASIDE: % FOR

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS: 541511

SIZE STANDARD: 27500000

10. THE ACQUISITION IS

SEE

SCHEDULE

11. DELIVERY FOR FOB DESTINATION

UNLESS BLOCK IS MARKED

NET 30

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER DPAS

(15 CFR 700)

13b. RATING

RFQ IFB X RFP

14. METHOD OF SOLICITATION

15DDS1CODE15. DELIVER TO

DEA

Attn: Office of Information Systems (SI) 8701 Morrissette Drive Springfield, VA 22152

CODE 15DDHQ16. ADMINISTERED BY

DEA

Attn: Office of Acq & Relo Mgmt (FA) 8701 Morrissette Drive Springfield, VA 22152

Mr. James Helm

(O) (202) 307-4054 james.helm@usdoj.gov

FACILITY

CODE

CODE

TELEPHONE NO.

17a. CONTRACTOR/

OFFEROR

D-HQCODE18a. PAYMENT WILL BE MADE BY

DEA

Attn: Office of Information Systems (SI) Invoice.InfoSys@usdoj.gov Springfield, VA 22152

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER SEE ADDENDUM

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS

CHECKED

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

This Amendment incorporated answers to questions provided by interested parties, and corrects the texts within clause 52.216-1 and changes other items as specified..

See Continuation Sheet(s) (Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

X 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE X ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ____ COPIES TO

ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH

OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE

TERMS AND CONDITIONS SPECIFIED.

29. AWARD OF CONTRACT: REF. _____________________________ OFFER

DATED _________________ . YOUR OFFER ON SOLICITATION (BLOCK 5)

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN,

IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF THE CONTRACTING OFFICER (TYPE OR PRINT)

VanderVeen, Amanda J.

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

The following answers were published in Amendment 0001 and are hereby incorporated into the solicitation:

Q1: Is there an incumbant on this acquisition, and if so who are they ?

A1: This is the first time this statement of work has been solicited, but the LIMs software was developed by Abbott Informatics and the DEA currently has a sole source procurement with Abbott for the base software (StarLims), which is expected to continue into the future. This acquisition will replace another current sole source procurement with Abbott Informatics to develop the Agency specific configuration of the Abbott proprietary software.

Q2: Page 55 requires a Special Item Number (SIN), but this isn't a GSA procurement. Does this apply?

A2: The requirement for a Special Item Number (SIN) is removed. This was a holdover from a previous solicitation on GSA Advantage, but it no longer applies.

Q3: Do the personnel provided for this acquisition require a security clearance?

A3: See section 0800 starting on page 22 of the solicitation for this information.

The personnel must handle sensitive, but unclassified information, which has clearance requirements, but they do not require a security clearance.

Q4: What is the estimated award date?

A4: Proposals are due on 12/09/2019 and the Government anticipates a contract award approximately February 15, 2020, with a 30 day ramp up to take over by March 16, 2020.

Q5: What happens if the Contractor is unable to deliver the same key personnel as offered in the proposal?

A5: Changes in key personnel must be approved by the government COR.

Contractors must provide personnel that meet the minimum contract requirements plus possess equivalent experience, education and training to the personnel offered in their proposal or will be found in default.

Answers to questions 1-6 are provided in Amendment 0001 (use file with title Amendment 0001a.pdf)

The following additional questions and answers are hereby incorporated into the solicitation under amendment 0002:

Q6: Please clarify the type of contract resulting from this solicitation. Section 202 of the RFP indicates a T&M contract. Section 1201 mentions an IDIQ contract with fixed price task orders. Section 1203.b requests a "FFP Roll-up" in the Business Volume.

A6: To clarify, section 201 is changed to read as follows:

1201 52.216-1 TYPE OF CONTRACT (APR 1984)

The Government contemplates award of a Time and Materials type base contract, using an indefinite delivery, indefinite quantity (IDIQ) format that is comprised of fully burdened, fixed hourly rates and a cost-reimbursement materials line for Government directed ODCs. Task orders resulting from the IDIQ will also be Time and Materials type, with fixed hourly rates that conform to the base IDIQ contract and an ODC line for ODCs (when required).

(End of provision)

Q7: Would the Government consider providing a NTE value per contract period for the Travel CLINs for all bidders to include in their proposal?

A7: No. The place of performance for this contract is Arlington, Virginia and the surrounding 50 mile radius. Any costs associated with contractor personnel arriving to, departing from, or traveling within the place of performance are the contractor’s full responsibility and will not be reimbursed by the Government. To the extent the Government directs travel outside of Arlington, Virginia and the surrounding 50 mile radius, the contractor will be reimbursed for such travel in accordance with the Federal Travel Regulations. Government-directed travel outside of Arlington, Virginia and the surrounding 50 mile radius is anticipated to be infrequent but, if directed, will be done so at the task order level.

Additionally, SECTION 0200 - SUPPLIES OR SERVICES AND PRICES/COSTS, line 3006 has been changed to list "TBD" in the unit price column for lines 1006 and 3006. Line 3005 now has a required entry for unit price and extended price. See revised section 0200 within pages 5-7 of this amendment for the conformed version to use for offers.

Q8: Can the Government please clarify what information is necessary to fulfill the requirement for "Certification of Teaming Arrangements and/or Subcontracting Information" in section 1203?

A8: The requirement for either of these documents is dependent upon the Offerors technical proposal.

Proposals which rely upon a teaming arrangement or subcontracting must include the appropriate documentation. Proposals that do not include either are NOT required to include these documents.

Q9: Is there a particular DEA form to complete or specific content and format to provide?

A9: No. As long as the documentation provides full disclosure and provides information specified in FAR 9.6. If you desire assistance with a format, the best resource for this answer is the Small Business Administration.

Q10: Also, in the Government's perspective, what is the different between a teaming partner and subcontractor?

A10: A teaming partner is important within the confines of a teaming arrangement. Under a teaming arrangement, the Joint Venture or one of the specified partners may be specified as the prime within the agreement terms. Unless specifically specified as the Prime under the agreement and the Offer, subcontractors do not have authority to represent the prime under the contract.

Q11: The government has requested a maximum of eight past and current performance references for each major proposal team member. Additionally, each individual performance reference contains a requirement for five narrative responses.

A11: The Government does not require eight past and current performance references. The use of this text in section 1203 is intended to limit responses to a maximum of eight references.

Q12: Given the possible size of the written Past Performance response and the 35 page limit of the Technical volume, will the Government exclude the Past Performance References from the total page limit of the Technical response?

A12: Past Performance references will count against the 35 page limit. Please note that the relevancy of past performance will be assessed in accordance with section 1302. As such, less relevant past performance references may be omitted in favor of a smaller number of highly relevant references.

Q13: Please clarify the period of performance. Section 0200 indicates performance beginning on January 16th of each year; Section 601 indicates beginning February 17th of each year

A13: The various periods of performance provided in the solicitations are estimates and subject to revision based on the period required to evaluate offers. The best estimate is provided in amendment 0001.

Q14: We are requesting the removal of the Small Business Subcontracting Plan (SBSP) requirements due to 1) the labor pool is finite for (STARLiMS), a highly specialized system, and 2) the limited opportunity to subcontract, per the RFP, there are only 5 roles allocated throughout the life of the contract.

A14: A Small Business Subcontracting Plan (SBSP) is only required if the proposal includes subcontracting.

Q15: Please clarify the source of allowable past and current performance references. The requirement in Section a. states "A list of governmental contracts...". The requirement in Section b. states, "Contracts listed may include those entered into with the Federal Government, agencies of state and local Governments and commercial customers."

A15: Proposals may include those entered into with the Federal Government, agencies of state and local Governments and commercial customers. Please note that the relevancy of these references will be assessed, in accordance with section 1302.

Q16: In regard to section 1203 c., can tables and graphics use 8pt-10pt font?

A16: Yes, tables and graphics will be allowed to include text with a font as small as 8Pt, but all other text within a proposal must conform to section 1203 C. of the solicitation.

Q17: Can you share how many companies were on the distribution list for the final RFP?

A17: No, but adequate competition is expected.

Q18: As related to section 1203 For “Compliance with Small Business Teaming/Subcontracting” listed in the required components of the technical proposal, can you please clarify what the requirements of this sections are?

A18: The Government will accept whatever format used within the teaming arrangement agreement between the parties. In accordance with FR 9.601, the agreement may result in the creation of a unique joint venture or designate a prime/subcontractor relationship. If an offer is submitted by a unique joint venture, then the joint venture (with a unique DUNs) will be the Prime. Otherwise, the company that is stated as the Prime in the documentation shall be treated as the prime for any subsequent award.

Q19: As related to section 1203 – Volume II Business Proposal Where can DEA-2852.242.74 - Contract Administration Points of Contact, DEA-2852.242-76 Key Personnel, and Certification of Teaming Arrangements and/or Subcontracting Information be found? It is not listed in the solicitation or on the DEA website.

A19: The provision is found in section 805. Offerors must identify the names of the Key personnel and provide resume's for evaluation. Contract Administration POC is in section 701. Clause 52.219-9 subcontracting Plan is found in section DEA PROVISION & CLAUSE MATRIX – COMMERCIAL ITEMS Updated through FAC 2019-05 on page 76.

Q20: As related to DEA Provision & Clause Matrix (p. 67) For DEA-2852-203-70 – Former Employment or Assignment with the DEA, is the Contractor Ethics Questionnaire still required if the individual was a subcontractor?

A20: This clause applies to former government employees only.

The following additional changes are integrated in amendment 0002:

b. Section 0200 is updated

c. Section 0304.13 is updated

d. Section 603 is updated

e. Exhibit 0001 ON-SITE CONTRACTOR RESPONSIBILITIES has been added as Section 0810

15DDHQ20R00000002

Section 0200

SCHEDULE OF SUPPLIES/SERVICES

CONTINUATION SHEET

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 Project Manager

Line Period of Performance: 01/16/2020 - 01/15/2021

960.000000 HR $____________ $___________________

0002 LIMS Architect

Line Period of Performance: 01/16/2020 - 01/15/2021

1,920.000000 HR $____________ $___________________

0003 Sr. SQL Developer

Line Period of Performance: 01/16/2020 - 01/15/2021

1,920.000000 HR $____________ $___________________

0004 STARLiMS Subject Matter Expert

Line Period of Performance: 01/16/2020 - 01/15/2021

1,920.000000 HR $____________ $___________________

0005 Requirements Analyst/Helpdesk

Line Period of Performance: 01/16/2020 - 01/15/2021

1,920.000000 HR $____________ $___________________

0006 Other Direct Costs - This line item shall be used to re-imburse the Contractor for Government directed travel

Line Period of Performance: 01/16/2020 - 01/15/2021

0.000000 LT

1001 Project Manager

Line Period of Performance: 01/16/2021 - 01/15/2022

Option Period

960.000000 HR $____________ $___________________

1002 LIMS Architect

Line Period of Performance: 01/16/2021 - 01/15/2022

Option Period

1,920.000000 HR $____________ $___________________

1003 Sr. SQL Developer

Line Period of Performance: 01/16/2021 - 01/15/2022

Option Period

1,920.000000 HR $____________ $___________________

1004 STARLiMS Subject Matter Expert

Line Period of Performance: 01/16/2021 - 01/15/2022

Option Period

1,920.000000 HR $____________ $___________________

1005 Requirements Analyst/Helpdesk

Line Period of Performance: 01/16/2021 - 01/15/2022

Option Period

1,920.000000 HR $____________ $___________________

1006 Other Direct Costs - This line item shall be used to re-imburse the Contractor for Government directed travel

Line Period of Performance: 01/16/2021 - 01/15/2022

Option Period

0.000000 LT

2001 Project Manager

Line Period of Performance: 01/16/2022 - 01/15/2023

Option Period

960.000000 HR $____________ $___________________

TBD

TBD

2002 LIMS Architect

Line Period of Performance: 01/16/2022 - 01/15/2023

Option Period

1,920.000000 HR

15DDHQ20R00000002

2003 Sr. SQL Developer

Line Period of Performance: 01/16/2022 - 01/15/2023

Option Period

1,920.000000 HR $____________ $___________________

2004 STARLiMS Subject Matter Expert

Line Period of Performance: 01/16/2022 - 01/15/2023

Option Period

1,920.000000 HR $____________ $___________________

2005 Requirements Analyst/Helpdesk

Line Period of Performance: 01/16/2022 - 01/15/2023

Option Period

1,920.000000 HR $____________ $___________________

2006 Other Direct Costs - This line item shall be used to re-imburse the Contractor for Government directed travel

Line Period of Performance: 01/16/2022 - 01/15/2023

Option Period

0.000000 LT

3001 Project Manager

Line Period of Performance: 01/16/2023 - 01/15/2024

Option Period

960.000000 HR $____________ $___________________

3002 LIMS Architect

Line Period of Performance: 01/16/2023 - 01/15/2024

Option Period

1,920.000000 HR $____________ $___________________

3003 Sr. SQL Developer

Line Period of Performance: 01/16/2023 - 01/15/2024

Option Period

1,920.000000 HR $____________ $___________________

3004 STARLiMS Subject Matter Expert

Line Period of Performance: 01/16/2023 - 01/15/2024

Option Period

1,920.000000 HR $____________ $___________________

3005 Requirements Analyst/Helpdesk

Line Period of Performance: 01/16/2023 - 01/15/2024

Option Period

1,920.000000 HR

3006 Other Direct Costs - This line item shall be used to re-imburse the Contractor for Government directed travel

Line Period of Performance: 01/16/2023 - 01/15/2024

Option Period

0.000000 LT

4001 Project Manager

Line Period of Performance: 01/16/2024 - 01/15/2025

Option Period

960.000000 HR $____________ $___________________

4002 LIMS Architect

Line Period of Performance: 01/16/2024 - 01/15/2025

Option Period

1,920.000000 HR $____________ $___________________

TBD

TBD

4003 Sr. SQL Developer

Line Period of Performance: 01/16/2024 - 01/15/2025

Option Period

1,920.000000 HR

15DDHQ20R00000002

4004 STARLiMS Subject Matter Expert

Line Period of Performance: 01/16/2024 - 01/15/2025

Option Period

1,920.000000 HR $____________ $___________________

4005 Requirements Analyst/Helpdesk

Line Period of Performance: 01/16/2024 - 01/15/2025

Option Period

1,920.000000 HR $____________ $___________________

4006 Other Direct Costs - This line item shall be used to re-imburse the Contractor for Government directed travel

Line Period of Performance: 01/16/2024 - 01/15/2025

Option Period

0.000000 LT TBD

201 ITEMS TO BE ACQUIRED

The Contractor shall furnish all personnel, facilities, equipment, material, supplies, and services (except as may be expressly set forth in this contract as furnished by the Government) pursuant to Section 0300, Statement of Work.

202 CONTRACT TYPE, CONSIDERATION AND PAYMENT

The Contractor shall provide professional services on a time and materials basis as defined in the SOW. The labor portion of the effort shall be billed at fixed hours rates that are already burdened with appropriate overhead and profit. The contract shall additionally provide for re-imbursement of Government directed travel costs for Contractor personnel in accordance with the Federal Travel Regulation (FTR).

(Next Page)

SECTION 0300 – DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

Laboratory Information Management System (LIMS) Statement of Work (SOW)

301 Mission The mission of the Drug Enforcement Administration (DEA) is to enforce the controlled substances laws and regulations and to bring to the criminal and civil justice systems those organizations and/or individuals involved in the growing, manufacture, or distribution of controlled substances appearing in or destined for illicit traffic in the United States and its territories. DEA’s operation and support activities are distributed across five core business lines that include the following:

• Investigative

• Forensic

• Financial

• Intelligence

• Administration

The core business lines require significant information technology (IT) resources to carry out key processes.

In support of the DEA mission, Office of Information Systems (SI) provides IT services to include developing, deploying, and maintaining DEA’s mission critical and business applications as well as their supporting infrastructure. SI, the primary provider of IT support services for DEA’s Sensitive but Unclassified (SBU) IT infrastructure, is located at DEA Headquarters (HQ) in Arlington, Virginia the Sterling Park Technology Center (SPTC) in Sterling, Virginia and the DEA office in Merrifield, VA.

The IT services provided by SI include planning, designing, developing, documenting, deploying, and maintaining DEA’s mission-critical and business applications and their supporting infrastructure.

The Software Operations Section (SIS) manages the development and enhancements to the Laboratory Information Management System (LIMS) through the use of the agile software methodology. LIMS provides a seamless and virtually paperless laboratory environment to the Office of Forensic Sciences (SF) and the over sixteen (16) laboratories located across the continental United States. SIS provides supporting estimates and schedules and coordinates resources to successfully complete the project and manage the project scope. SIS ensures communication/use of standard practices of the agile software methodology, software configuration standards, and functional testing standards. SIS supports ongoing application and database maintenance and provides Operations and Maintenance support to the LIMS system.

302 Background

DEA’s workforce is comprised of approximately 10,000 personnel. The workforce includes law enforcement officers and administrative, technical, and professional support personnel.

DEA’s Office of Forensic Sciences (SF) provides administrative support and management to sixteen

(16) laboratory locations across the continental United States. The laboratories provide service to DEA and other federal agencies’ mission and may assist state and local agencies. Approximately 500 DEA employees, which include Laboratory staff and Headquarters staff, have access to the LIMS system. DEA’s laboratory enterprise consists of one (1) research laboratory, one (1) digital evidence laboratory, eight (8) regional laboratories, five (5) sub-regional laboratories, and one (1) training laboratory. Their locations and office designations are as follows:

• Special Testing and Research Laboratory (SFL1, Dulles, VA)

• Digital Evidence Laboratory (SFL9, Lorton, VA)

Regional Laboratories:

• Northeast Laboratory (SFL2, New York, NY)

• Mid-Atlantic Laboratory (SFL3, Largo, MD)

• Southeast Laboratory (SFL4, Miami, FL)

• North Central Laboratory (SFL5, Chicago, IL)

• South Central Laboratory (SFL6, Dallas, TX)

• Western Laboratory (SFL7, Pleasanton, CA)

• Southwest Laboratory (SFL8, Vista, CA)

Sub-regional Laboratories:

• Nashville (under SFL3)

• Four Digital Evidence laboratories (under SFL9) in New York, Chicago, Houston and

San Diego

• Training Laboratory (SFT, Quantico, VA)

The regional laboratories (SFL2 – SFL8) are also known as ‘Field Laboratories’ because they directly support enforcement efforts of the DEA field offices. Regional laboratories support investigations by performing chemical analyses, latent print examinations, and other functions.

Conversely, SFL1 conducts only chemical analyses; SFL9 examines digital evidence; and SFLT provides chemical training.

DEA’s LIMS system consists of the following components purchased by the Government:

STARLiMS Commercial-off-the-Shelf (COTS) software (Abbott Laboratory, Inc.), LabX software (Mettler-Toledo), and numerous peripherals for the laboratories to include:

• Scanners / Barcode Readers

• Honeywell, Xenon 1900h, USB Scanner Kit

• Honeywell, Xenon 1900h, RS-232 Scanner Kit

• Intermec CK3 Scanner Kit (w/DEA STARLiMS Program Install)

• Motorola Barcode Reader DS6878-HC-FIPS w/Firmware

• Barcode Printers

• Zebra GX430t

• Keyboard/Video/Mouse (KVMs)

• XTENDEX KVM Extender (HI RES KVM EXTENDER VIA CAT5 UP TO 1000 FT

WITH RS232)

An additional module of STARLiMS, the Scientific Data Management System (SDMS) is used to parse data from laboratory instruments into LIMS and auto-populate raw data, charts, and/or graphs into defined LIMS test fields.

LabX® is a method-based software program specifically for Mettler-Toledo balances that is used to manage weighing activities and produce data for SDMS.

The LIMS solution provides all software necessary (including STARLiMS and LABX) within the existing DEA infrastructure and provides unimpeachable chain-of-custody tracking for items of evidence. STARLiMS provides compliance with ISO/IEC 17025:2005 standards and provides each DEA laboratory the ability to maintain records relative to the ANSI National Accreditation Board (ANAB) International accreditation program. LIMS manages forensic analyses, enables DEA to control laboratory business processes, and stores data regarding the forensic analyses performed by the DEA. This includes integration of data from DEA’s instruments and balances directly into the LIMS application.

The configuration and customization of STARLiMS began in 2009 and was deployed to production in January 2013 through July 2015. After several iterations of customized changes to the STARLIMS product, the DEA LIMS solution consists of a customized version of STARLiMS, SDMS, and LabX. This LIMS solution was deployed to all laboratories except SFL1, SFL9, and the SFL9 sub-regional laboratories. SFL1 currently has a “lite” STARLiMS solution implemented where only the balances are integrated. SFL9 and its sub-regional laboratories only use STARLiMS.

The LIMS project enhances the support currently provided to DEA Special Agents, Diversion Investigators, the Office of Intelligence, other enforcement agencies, and the courts, by giving the laboratories the ability to provide “real time” information concerning the analysis and storage of evidentiary material. LIMS is a major component of the Concorde initiative. Concorde is a business-driven IT program providing unified access to and sharing of information in accordance with the DEA mission and the Department of Justice (DOJ) strategic plan. The Concorde program will eliminate stove-piped systems by integrating business functions and allowing for information sharing across the five main DEA business areas: Investigative, Intelligence, Forensic, Financial and Administrative. By modernizing legacy applications supporting these five business areas and integrating their business functionality, accurate real-time DEA information can be disseminated to authorized users. LIMS will fulfill the Forensic area of Concorde and provide real-time updates to applications within Concorde, and allow information sharing within DEA systems. This will better allow SF to support DEA’s enforcement and intelligence operations worldwide.

303 Scope

In order to continue to advance the laboratories business processes, the contractor’s primary objective is to provide operations and maintenance support and make minor configuration changes of the STARLiMS COTS product based on a prioritized list of configuration items following the agile methodology; configure and support deployment of and keep up with STARLiMS software version/release updates.

The Contractor shall provide continued support of the configuration of the COTS product utilizing the agile methodology, with regular product releases to a beta environment for testing. Additionally the contractor shall provide user help support and Operations and Maintenance (O&M) of DEA’s STARLIMS product for all laboratories.

304 Project Tasks

The Contractor shall perform the tasks described in the following subsections:

304.1 Requirements Gathering

The Contractor shall interface with the Champion, Working Groups and Product Owners to identify and clarify detailed requirements for configuring the STARLiMS application. Requirements shall be written as user stories and associated requirements shall be documented in Team Foundation Server (TFS). Discussions/actions documented via Meeting Minutes and forwarded to the appropriate Product Owner(s) for approval before dissemination to the Champion and other customers in attendance.

304.2 Participate in Daily Agile Stand-Up Meeting

The Contractor shall participate in daily Agile Stand-up meetings whereas each team member shall report work performed the previous day, work to be performed on the current day and any impediments to their performance of tasks. This information is a verbal exchange, but does require a deliverable.

304.3 Attend Planning Sessions

The Contractor team shall attend a Planning Session at the start of each sprint where all developers on the team are in attendance. Team velocity will be established at the start of each planning session based on historical velocity of the development team, and any anticipated resource reduction due to vacations, etc. for the upcoming Sprint.

Prior to the planning session, requirements for user stories shall be fully documented in TFS for review and discussion by developers. Developers will “vote” via “Points Poker” to provide estimates for completion of prioritized Sprint user stories.

The Contractor shall document the results of the planning session in Team Foundation Server to include the team’s planned velocity and points assigned to each user story.

304.4 Attend mid-Sprint Reviews

The Contractor shall attend a mid-Sprint review to assess the month’s progress to date, with each developer on the team identifying the probability of completion of work assigned, as defined on the approved Sprint list in the planning session. The contractor shall identify any impediments and any need to potentially reallocate developers to the month’s highest priority tasks.

The Contractor shall document the results of this meeting and provide meeting minutes to the appropriate Government Product Owner for approval.

304.5 Attend Retrospective Sessions

The Contractor shall attend a retrospective meeting at the end of each month where each team member articulates the effectiveness of the month’s Sprint, issues encountered and lessons learned.

The team leads shall review the tasks completed and report the team’s velocity to include identification of points assigned and completed by each team member.

The Contractor shall document and provide minutes of the Retrospective Session to include all items discussed in the session to the appropriate Government Product Owner for approval.

304.6 Use of Team Foundation Server (TFS) and approved Development servers

The Contractor shall utilize MS Team Foundation Server (TFS) to document epics, user stories, requirements, change requests, bugs and tasks.

The Contractor shall utilize source control and each developer shall track hours expended per task on a daily basis. At the end of each day, every Contractor developer shall either place their source code within the approved development server or request a code review by their team lead. If the code passes review, it can be checked in for potential inclusion in the next build.

304.7 Testing

The Contractor shall perform testing of user stories at various levels, usually performed by a Requirements Analyst/Tester (RA), the testing should include unit testing by developer, code reviews by Contractor Team Lead. Once the RA has successfully tested a user story, the Government Product Owner shall be notified that user stories can be tested and subsequently closed, if tested successfully. No code moves to production without the involvement of two developers (usually a developer and a team lead).

304.8 Maintenance and Support

The contractor shall provide ongoing O&M support of the LIMS solution.

The contractor shall identify and correct application defects, perform problem resolution, identification and documentation of application performance issues, provide user help support and system administration including system monitoring and file maintenance, system upgrades, system documentation updates as needed. The LIMS team must provide continuous system response time during normal business hours at all DEA laboratories, which are located across the continental United States (US) in different time zones.

The contractor shall provide helpdesk as well as Operation and Maintenance (O&M) support for the LIMS solution for the all laboratories. The helpdesk support shall include, but is not limited to, answering of phone calls and emails, monitoring and updating DEA’s Help Desk system, and communicating with the end user regarding issue through resolution. In addition, the contractor shall provide HelpDesk reports of all HelpDesk calls. The report shall include calls received through DEA’s Helpdesk (Service Center), transferred calls from program offices, and all calls received directly and/or all issues identified by the users. The Government shall review all reports for completeness and accuracy.

304.9 STARLiMS Configuration and Implementation Support

By using DEA’s Subject Matter Experts (SMEs), the contractor shall continue to configure STARLiMS, which includes the following, at a minimum:

• Continue to maintain and support the LIMS application to meet the needs of the DEA Laboratories to include peripheral interconnectivity.

• Continued compliance with ISO/IEC 17025:2005 standards and ANSI National Accreditation Board (ANAB) requirements;

• Configure SDMS protocols for laboratory instruments

• Continue to upgrade SDMS to its latest version releases.

• Continue to Configure the STARLiMS application and DEA-specific configurations to keep up with the latest releases of the software;

• Configure any new module of the STARLiMS application as deemed necessary for DEA

• Maintain the STARLiMS interface with DEA’s Concorde systems including the DEA data warehouse, IMPACT, and Evidence Tracking systems

• Improve system performance;

• Enhance, develop and implement testing procedures for load testing, unit testing, and system responsiveness;

• Provide expert advice and support to our Operations team regarding the configuration of the

LIMS servers, to include SDMS,grabbers and system failover activities to ensure optimum performance of the STARLiMS application and the LIMS system.

304.10 Delivery of Incremental Software Beta Release

The Contractor shall bundle functional user stories at the end of each Sprint, if feasible, for deployment to a beta environment for further testing by selected users.

304.11 Delivery of Incremental Software Production Release

With approval by the Product Owner, Task Monitor (TM), the Contractor shall promote beta versions into production following DEA’s Configuration Management Deployment Process and provide post-deployment support. Production releases are generally scheduled shortly after the end of each sprint, but may occur in the middle of a sprint if requested by the Government Product Owner.

304.12 Script Development and Data Warehouse support

The Contractor shall develop monthly or as needed scripts to load, process, or retrieve data.

Additionally, the contractor shall support any data warehouse needs regarding LIMS data.

304.13 Security Requirements

The personnel security access level for this contract is Sensitive But Unclassified (SBU). Only U.S. citizens shall be permitted to perform services on this contract. Under no circumstances shall contractors have access to National Security Information (NSI) or NSI systems. The risk level associated with this contract is "Moderate" and the personnel working on this contract effort must undergo the appropriate background investigation or be issued a waiver by the Office of Security Programs, Personnel Security Section (ISR) prior to commencing work on this contract. ISR will conduct suitability reviews on all contractor personnel requiring access to DEA facilities, information technology systems, or SBU materials. ISR will make a final suitability determination on each contractor meeting the specified requirements.

Certification and Accreditation (C&A) and Security Test and Evaluation (ST&E) activities are required to satisfy DEA and DOJ security requirements as found in the National Institute of Standards and Technology (NIST)/DOJ Guidelines. The contractor shall provide the following, as necessary:

• Input to the LIMS C&A Plan (to include a Security Test Plan)

• Updated System Features Users Guide (SFUG)

• Participation in ST&E related meetings

• Updated supplemental software documentation not provided with standard STARLiMS documentation, needed to mitigate any security findings and Technical support to mitigate all security findings to address OIG Findings

• Mitigate security findings as needed

304.14 Documentation Support

Upon request of the TM, the Contractor shall provide documentation of procedures, application reference materials, workflows, and business processes and data structures. Additional documentation shall include Concorde Technical reference documentation, for use by the development teams to assist in clarification as software development is in progress, and to use as reference for any future software enhancements or modifications. The Contractor shall develop Quick Reference Guides (QRG) for each new feature released, to provide “at-a-glance” instructions of primary application functionality and modifications.

304.15 Project Management

The Contractor shall provide, at a minimum, monthly status briefings to the SIS/SIR Section and Unit Chiefs, providing statistical charts and slides to demonstrate progress and trends of development teams, staffing status and issues and current contract burn rate and contract balance.

The Contractor shall maintain acceptable staffing levels, with the contract fully staffed (having provided security packages to DEA) for at least the identified key personnel within 30 days of contract award date. Staffing levels shall be maintained at no less than 90% at any time during the contract. Offerors should thoroughly understand the DEA clearance process and be prepared for candidates to have several month wait times for a full clearance to be awarded. Contractors cannot begin billing to this contract without a full clearance.

The Contractor shall provide project management support to Unit Chiefs, Section Chief and SIS Product Owners in providing historical, trending and financial reports.

The Contractor shall provide support to the Government Product Owners in the development of Sprint prioritization lists.

305 DELIVERABLES – FORMAT/CONTENT

All deliverables are subject to review by the POR and approval by the COR. The COR will return comments and/or approvals within ten (10) business days of submission by the Contractor. Project deliverables shall be provided in the format specified by DEA (i.e. Microsoft Word, Excel, or PowerPoint; source code in TFS). The deliverables delineated in Table 1 below:

A. Articles of Delivery Table 1 – Articles of Delivery

SOW

Reference

Deliverable Deliverable Format

Due Date

304.1 Requirements Gathering – user

stories/requirements in TFS

Electronic 2 business days after meeting

304.2 Document Daily Standups Electronic Before COB day of

meeting

304.3 Document results of Planning

Sessions in TFS

Electronic 1 business day after meeting

304.4 Document mid-Sprint Reviews Electronic –

attachment in TFS

1 business day after meeting

304.5 Document results of

Retrospective Sessions

Electronic – attachment in TFS

1 business day after meeting

304.6 Epics, User Stories, Requirements, Change Requests, Bugs and Tasks

Electronic Before COB of day identified by government

304.7 Update testing status in TFS Electronic Before COB of day tested

304.8 Operations and Maintenance Help

Desk Report Electronic Weekly on Monday

Morning

304.9 a) CERTS/LIMS Integration

b) Database backup or scripts

c) STARLiMS upgrades to include SDMS

d) Headquarters and Field Office infrastructure, hardware, software, security and audit support

e) Alternate facility and failover support

Electronic a) One week prior to scheduled deployment or migration

b) As needed and requested by the TM

304.10 Software Build –Beta Electronic

deployment package

After successful testing and approval by the Product Owner and concurrence by the TM

304.11 Software Build –Production Electronic

deployment package

After successful testing and approval by the Product Owner and concurrence by the TM

304.12 Database Scripts and Data

Warehouse Support

Electronic As needed and requested by the TM

304.14 Requested documentation as

needed

Electronic or paper copies as needed

As needed and requested by the TM

304.15 Monthly status presentation and

supporting documentation

Electronic By 7th day of each month for preceding month’s data

306 TELEWORK AND EMERGENCY SUPPORT FOR CONTRACTORS

Subject to the Contracting Officer’s Representative (COR) approval, eligible contractors may be able to telework on a situational basis to complete a specific work assignment. Teleworking may be designated for either a short period of time, or a longer period predicated upon a case by case basis.

All telework will be in compliance with provided DEA telework guidelines. The Contractor shall be responsible for submitting to the COR for pre-approval, a plan that describes how the services would be performed during a closure and the level of support needed.

Telework contractors will not be allowed to perform work at home that requires access to DEA sensitive, classified, or Privacy Act protected information unless they have access to a Secure Network Solution (SNS) laptop computer or Firebird Anywhere token.

Before teleworking on a situational basis, a contractor must request and receive approval from the COR prior to the actual date(s) of teleworking. The request should be submitted in writing (email acceptable) sufficiently in advance to allow for prior approval

The COR will respond to the request documenting approval or disapproval.

If a contractor who has been approved to telework on a situational basis is unable to request and receive approval prior to the actual dates(s) of teleworking as required for an unassigned or a situational telework day due to a weather-related or any other emergency, he or she has the option of teleworking without prior approval when authorized by the Office of Personnel Management

(OPM). This is called unscheduled telework. The contractor must still notify his or her COR of his or her intent to work unscheduled telework.

Equipment and Supplies: The contractor is responsible for protecting any DEA-owned equipment and to use the equipment only for official purposes. DEA is responsible for servicing and maintaining any DEA-owned equipment issued to the contractor. The contractor is responsible for installing, servicing and maintaining any personal equipment used. DEA is not liable for damages to the contractor’s personal or real property while the contractor is working at the approved alternative work site.

Communication: Contractors participating in the program shall be available to supervisors, co-workers and other contacts by telephone, E-mail, voice mail, Lync or other communication during their scheduled duty day as directed by their supervisors.

Monitoring Work Performance: The COR will verify what the contractor produces by examining the product(s) or results of the contractor’s efforts. This can be done by using project schedules, key milestones, regular status reports and team reviews. The COR may call contractors’ employees who are working at home or an approved alternate location

307 CONTRACTOR KEY PERSONNEL

SIS has designated all personnel from the following labor categories under this contract to be considered critical personnel. Being critical to the support of the DEA mission, the Contractor shall identify and provide a resume (maximum three pages per resume) and letter of commitment for the following key personnel:

• 01- Project Manager

• 02- LIMS Architect

• 03 – SR SQL Developer

The following categories of labor shall work under this contract. The duties and minimum qualifications required of the persons performing in the labor categories are identified below. All labor categories are considered to be professional and exempt from coverage under the Service Contract Act. All personnel shall have thorough knowledge, formal training, and a high level of experience in a specific specialty as listed in the qualifications column in the chart below.

307.1 Required Expertise

The contractor shall identify the following.

ID Quantity Description Minimum Qualifications

01 – Project Manager Key Personnel

.5 Responsible for the quality and efficiency of the work performed under this contract, to include both technical issues and business processes.

• 15 or more years of professional IT experience

• 5 or more years of project management experience in the implementation and maintenance of LIMS systems

• 5 or more years of experience managing development teams using Agile or other development methodologies.

• Years of experience may overlap and be used for more than one qualification

02 - LIMS

Architect

Key Personnel

1 Serves as the LIMS Architect; leads technical planning meetings; demonstrating critical soft skills in terms of professionalism, conduct and execution in a client-facing role; Ensures all development consistently follow prescribed Concorde development methodologies. Serves as the system architect for the LIMS project; provides expert advice regarding the configuration of the LIMS servers, to include SDMS and grabbers to ensure optimum performance of the STARLiMS application and the LIMS system.

• Documented experience as a system architect for a LIMS enterprise scale system having more than 1,000 users and a Database Management with more than 500 tables and 100 million total data rows. Resume must document significant contributions to overall system architecture.

• 5 or more years of experience managing development teams using Agile or other development methodologies.

• 10 or more years of software development experience.

• 10 or more years of web development experience.

• 5 or more years of experience with STARLiMS project Architecture and Development

• 5 or more years of experience developing and implementing the STARLiMS Forensic system/application

• Knowledge and experience with the implementation and integration of the SDMS software and STARLiMS in order to automate the population of results from analytical instrumentation with varying outputs (PDF, CSV, etc.);

• Knowledge and experience with Mettler-Toledo balances and LabX® software a plus

• Years of experience may overlap and be used for more than one qualification

03 - Sr. SQL Developer Key Personnel

1 Senior SQL Developer shall be responsible for maintaining the SQL

• 8+ years of experience in the design, development and implementation of SQL Server databases to include database and responsible for all the application development efforts. Works in a team environment, utilizing agile development methodologies. Takes direction from the LIMS Technical Lead creating and maintaining SQL Procedures, functions, packages and triggers.

• Knowledge and experience with SQL databases including data conversion and database management

• Knowledge and experience in forensic science to include drug analysis, fingerprint, and digital evidence examination

• Knowledge and experience with all aspects of STARLiMS application, including: configuration, testing, implementation and operations and maintenance and bar-coding

• Knowledge of Scientific Working Group for the Analysis of Seized Drugs/ Scientific Working Group on Digital Evidence (SWGDRUG/SWGDE) and Scientific Working Group on Friction Ridge Analysis; Study and Technology (SWGFAST) recommendations

• Knowledge of ISO/IEC 17025:2005 standards and ANAB requirements

• Knowledge and experience with data and system security including network security, encryption protocols, and electronic signatures

04 - STARLiMS Subject Matter Expert

1 Responsible for all the application development efforts. Works in a team environment, utilizing agile development methodologies. Takes direction from team lead and LIMS Technical Lead.

• 8 or more years of web development experience.

• ASP.Net C# MVC based web development experience is a plus

• Knowledge and experience with all aspects of STARLiMS application, including: configuration, testing, implementation and operations and maintenance and bar-coding

• Experience with Agile development methodologies

• Knowledge and experience with appropriate tools and techniques for productivity and code quality: debuggers, profilers, unit testing, source control

• Knowledge and experience with the implementation and integration of the SDMS software and STARLiMS in order to automate the population of results from analytical instrumentation with varying outputs

• Experience with Mettler-Toledo balances and LabX® software a plus

• Additionally, the SMEs must possess at least three (3) of the following skills and attributes from the list below:

• Knowledge of ISO/IEC 17025:2005 standards and ANAB requirements;

• Knowledge and experience with AFIS and IAFIS systems;

• Knowledge of SWGDRUG, SWGDE and SWGFAST recommendations;

• Years of experience may overlap and be used for more than one qualification

05 – Requirements Analyst/Helpdes k

1 Responsible for delivery high quality, on time, and on budget LIMS solutions that address customer business and workflow requirements. This includes conducting product gap analysis, managing and participating in configuration activities.

• 3 or more years of experience capturing requirements

• Experience writing Agile user stories and requirements documentation

• Strong knowledge of laboratory fundamentals, processes and equipment required

• Understanding of Laboratory regulatory regulations (ISO, CAP, GXP) highly desirable

• Knowledge and experience with all aspects of STARLiMS application.

• Computer Skills: Strong affinity to IT systems with working knowledge of LIMS desirable

• Years of experience may overlap and be used for more than one qualification

In addition to the qualifications listed in the chart above, the contract team, as a whole, must also possess the following:

• Knowledge and experience with analytical instrumentation utilized in a chemistry laboratory

• Knowledge of the processing of evidence for the presence and analysis of latent prints

• Knowledge of ISO 17025

• Experience implementing STARLiMS into an accredited forensic laboratory

307.2 Training

DEA expects the Contractor to provide personnel with the required skills to support the requirements identified in the contract. This includes the skills required to operate in the DEA IT environment. However, if Contractor training is required for tools or services not identified in the contract, DEA may fund either the training cost or the Contractor’s time for training, whichever is most beneficial to the government.