B08 - Attachment 8 - Statement of Objectives.docx

Attachment 8 – Statement of Objectives Project Title: ENHANCING INVENTORY MANAGEMENT AND BIOSECURITY SURVEILLANCE USING RADIO FREQUENCY IDENTIFICATION (RFID).

STATEMENT OF OBJECTIVES (SOO)

Title: ENHANCING INVENTORY MANAGEMENT AND BIOSECURITY SURVEILLANCE USING RADIO FREQUENCY IDENTIFICATION (RFID)

Requiring Activity/Agency Name: U.S. Army Medical Research of Infectious Diseases (USAMRIID)

1. PURPOSE

The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to develop customized Radio-Frequency Identification (RFID) technology within the U.S. Army Medical Research Institute of Infectious Diseases (USAMRIID)’s high containment laboratories as defined in this Statement of Objectives (SOO). This project aims to enhance inventory management and biosecurity, utilizing RFID to increase accuracy, efficiency, and security in biological materials tracking. The SOO guides contractors to propose RFID solutions that align with USAMRIID’s standards for technical excellence and cost-effectiveness, without prescribing specific methodologies. It emphasizes the contractor's role in designing, deploying, and ensuring the operational success of the RFID system, encouraging innovative approaches that meet our strategic objectives. Through this initiative, USAMRIID seeks a collaborative effort to leverage advanced technology to improve inventory management and enhance biosecurity. The Contractor shall perform to the standards in this contract.

2. BACKGROUND

USAMRIID works closely with other U.S. Army Medical Research and Development Command (USAMRDC) organizations, DoD, the Interagency (including Interagency Laboratories), and private companies to accomplish its mission of protecting the Warfighter from biological threats and being prepared to investigate disease outbreaks or threats to public health.

The initiation of the technology project stems from an identified need to significantly enhance inventory management and biosecurity surveillance within our organization's high containment laboratories. Historically, these critical operations have relied on manual processes that are both time-consuming and susceptible to human error, presenting significant challenges in terms of efficiency, accuracy, and security. The decision to transition to an RFID-based system is driven by the technology’s potential to automate inventory tracking, ensure real-time data updates, and strengthen biosecurity protocols, thereby aligning with our strategic goals of operational excellence and stringent security compliance.

The exploration into RFID technology adoption marks a pivotal move towards modernizing our asset management and security infrastructure. This technology is not new to the market; however, its application within our specific context of high containment laboratories presents unique challenges and requirements, notably in ensuring seamless integration with existing systems and adherence to stringent biosecurity standards. The project is informed by both an understanding of the limitations of our current processes and a comprehensive assessment of the technological advancements and solutions available in the industry.

This background forms the basis for our engagement with potential contractors through this SOO. It underscores the critical nature of the project and sets the stage for the development of a collaborative, innovative solution that meets our specific needs. Through this SOO, we seek to partner with a contractor who not only understands the technical and operational nuances of implementing RFID technology in a highly regulated environment but also shares our commitment to enhancing safety, efficiency, and reliability in managing sensitive biological materials.

3. SCOPE OF EFFORT

The Scope of Effort for the implementation of RFID technology within USAMRIID's high containment laboratories encompasses key requirements and critical components aimed at achieving enhanced inventory management and biosecurity surveillance. This effort requires the contractor to undertake a comprehensive approach that includes the design, development, deployment, and operational maintenance of an RFID system tailored to the specific needs of our facilities. Key elements of this effort are outlined as follows:

a. High-Level Requirements:

· System Integration. The RFID system must seamlessly integrate with the DoD BSAT name database without disruptions to current operations.

· Inventory Accuracy. Achieve a minimum of 99.99% accuracy in inventory tracking and real-time updates and eliminate manual counting errors.

· Scalability. The system must be scalable to accommodate future expansion of inventory types, volumes, and additional locations without requiring significant redesign or downtime.

· User Accessibility. Ensure that the RFID system is user-friendly, with an intuitive interface for employees at all levels, including features for easy monitoring, reporting, and inventory querying.

· Training and Support. Provide comprehensive training programs for all relevant staff, including updates, to maintain operational efficiency and system utilization.

· Data Security and Privacy. Implement robust data security measures to protect inventory data integrity and comply with applicable privacy regulations and standards.

· Operational Efficiency. Reduce inventory processing times by at least 10-fold.

· Reporting and Analytics. Include advanced reporting and analytics capabilities to generate insights into inventory trends and turnover rates, supporting strategic decision making.

· Compliance with Standards. The RFID system must comply with industry standards for radio-frequency use, health and safety regulations, and any other relevant legal requirements.

· Budget and Timeline. Complete the project within the allocated budget and specified timeline, ensuring minimal disruption to daily operations during the implementation phase.

b. System Design and Development. The contractor is tasked with creating a scalable and adaptable RFID solution that integrates seamlessly with existing inventory and biosecurity systems within the laboratories. This involves the selection of appropriate RFID tags, readers (both handheld and fixed), antennas, and middleware/software that meet the project's requirements for accuracy, efficiency, and security.

c. Deployment and Integration. The contractor will manage the installation of RFID hardware and the integration of software components with the current laboratory information systems (DoD BSAT Database), ensuring minimal disruption to ongoing operations. This includes conducting site assessments to determine optimal placement of RFID readers and antennas for maximum coverage and performance.

d. Operational Testing and Validation. Before deploying the RFID system at full scale, the contractor must execute a series of tests to validate the system's functionality, accuracy, and reliability under various operational conditions. Specifically, the RFID system must be able to:

· Scan Cryovial Tubes. The RFID system must be able to scan cryovial tubes (both plastic and glass) wrapped with an RFID tag. These cryovial tubes are stored inside a plastic or cardboard boxes.

· Operate at Cryogenic Temperatures. The RFID system must be able to function reliably when the cryovial tubes are stored at temperatures of -80°C or below.

This testing phase should also include end-user training sessions to ensure that laboratory personnel are proficient in using the new system.

e. Maintenance and Support. Post-deployment, the contractor will provide ongoing maintenance and technical support for the RFID system to ensure its continuous operational efficiency. This includes regular system updates, troubleshooting assistance, and potential future enhancements to adapt to changing requirements or advancements in technology.

f. Compliance and Security. The entire scope of effort must adhere to strict regulatory and security standards relevant to handling and managing sensitive biological materials. The contractor must ensure that all aspects of the RFID system, from data management to physical security measures, comply with these standards.

Through this comprehensive scope of effort, USAMRIID aims to achieve a state-of-the-art RFID system that not only meets the current needs for inventory management and biosecurity but also positions the laboratories for future technological advancements and operational enhancements. The successful execution of this project will require close collaboration between USAMRIID and the selected contractor, emphasizing innovation, efficiency, and a commitment to achieving the highest standards of safety and security.

4. PLACE & PERIOD OF PERFORMANCE (POP)

a. Place of Performance: The RFID system implementation project will be conducted within USAMRIID's high containment laboratories, specifically in buildings 1425, 1412, and at the entry control point in building 1416. The scope encompasses all designated critical areas for integrating RFID technology, including inventory storage areas, biosecurity checkpoints, and laboratory workspaces. It's important to note that the contractor may not need to enter the high containment laboratories, and prototyping can be performed offsite. As part of the project execution, the contractor may be required to visit multiple sites across USAMRIID's premises for needs assessment, equipment installation, and training purposes.

b. Period of Performance: The contract award will initiate this project, which is anticipated to start within 30 days and follow a predictive/phase approach. The goal is to have a fully operational RFID system implemented within a target completion timeframe of six (6) months.

c. Milestone:

· Milestone 1 - Planning and Design: Estimated duration of two (2) months, focusing on project planning, detailed system design, selection of technology components, and initial site assessments.

· Milestone 2 - Deployment and Integration: Spanning approximately two (2) months, this phase involves the physical installation of RFID hardware, software integration, and system testing across the specified locations.

· Milestone 3 - Testing and Validation: Scheduled for one (1) month, dedicated to rigorous operational testing, staff training, and system adjustments based on feedback.

· Milestone 4 - Operational Handover: The final one (1) month will ensure the RFID system is fully functional, with all necessary documentation provided, and the staff is competent in system operation and maintenance.

Throughout the period of performance, the contractor is expected to maintain regular communication with USAMRIID's project management team, providing progress updates and coordinating closely on all activities. The contractor must adhere to all scheduled milestones and deliverables as agreed upon in the project plan, with flexibility to adjust timelines subject to mutual agreement in response to unforeseen challenges or adjustments in project scope.

d. Performance Monitoring: USAMRIID will designate a Project Manager (PM) to oversee the project's progress and ensure compliance with the performance criteria set forth in the contract. Regular performance reviews will be conducted to monitor the achievement of project milestones, address any issues, and facilitate the successful completion of the project within the defined period of performance.

5. ADMINISTRATIVE TASKS

The successful implementation of the RFID system within the high containment laboratories of USAMRIID requires meticulous attention to a series of administrative tasks. These tasks are crucial for ensuring that the project progresses smoothly, adheres to regulatory and organizational guidelines, and achieves its objectives within the set timeframe. The contractor is responsible for the completion of the following administrative tasks:

a. Compliance Documentation: The Contractor shall demonstrate and maintain compliance with the Federal Information Security Management Act (FISMA) and obtain an Authorization to Operate (ATO) for all systems and services provided under this contract. Specifically, the Contractor shall:

· Implement all required security controls as specified in NIST Special Publication 800-53, tailored to the system's FIPS 199 impact level.

· Develop and maintain a comprehensive System Security Plan (SSP) that documents the implemented security controls and any planned remediation activities.

· Conduct or facilitate an independent security assessment of the system, performed by a qualified third-party assessor.

· Address any findings from the security assessment and document them in a Plan of Action and Milestones (POA&M).

· Submit all required documentation, including the SSP, security assessment results, and POA&M, to the government's Authorizing Official for review and approval.

· Obtain and maintain a valid ATO throughout the duration of the contract.

· Implement a continuous monitoring program to maintain the security posture of the system and promptly address any new vulnerabilities or threats.

· Provide regular status updates on FISMA compliance and ATO maintenance to the Contracting Officer's Representative (COR).

· Comply with all applicable federal laws, regulations, and policies related to information security and privacy.

b. Training Documentation and Support Materials: Develop comprehensive training materials and documentation for USAMRIID's staff, ensuring they are equipped to effectively use and maintain the RFID system. Schedule training sessions as part of the project timeline.

c. Final Project Report and System Documentation: Upon completion of the RFID system implementation, compile and submit a final project report summarizing the work performed, system specifications, operational guidelines, and any recommendations for future enhancements. Additionally, provide complete system documentation, including technical manuals, configuration settings, and maintenance procedures. (Deliverable 7).

d. Post-Implementation Review: Coordinate with USAMRIID to conduct a post-implementation onsite review meeting within seven (7) days of project completion. This meeting will assess the project's success, evaluate the performance of the RFID system, and identify any areas for improvement.

These administrative tasks form the backbone of the project management process, ensuring that both the contractor and USAMRIID work collaboratively towards the successful and timely completion of the RFID system implementation.

6. USE OF TECHNICAL REFERENCE FACILITY

To the extent practical the Contractor shall utilize the technical reference facilities of the Defense Technical Information Center (DTIC) for the purpose of surveying existing knowledge and avoiding needless duplication of scientific and engineering effort and the expenditure thereby represented. The DTIC headquarters office is located at 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6218. Information can also be obtained via the Internet at http://www.dtic.mil or via the toll-free number for the DTIC help desk, 1-800-225-3842. To the extent practical, all other sources, whether or not Government controlled, should be consulted for the same purpose.

7. CONTRACTOR IDENTIFICATION

When contractor personnel perform the services required in this contract on a government installation they are required to possess and wear an identification badge that displays his or her name and the name of the Company. The contractor shall ensure that contractor personnel identify themselves as contractors when attending meetings, answering Government telephones, providing any type of written correspondence, or working in situations where their actions could be construed as official Government acts.

While performing in a contractor capacity, contractor personnel shall refrain from using their retired or reserve component military rank or title in all written or verbal communications.

8. Reporting Requirements: Inventions

i) Annual reporting: Any inventions made during the year must be reported annually (within 30 days of the anniversary date of the award) on a DD Form 882, “Report of Inventions and Subcontracts.” If there are no inventions during the year, no annual DD Form 882 is required. The DD Form 882 can be accessed at: https://www.esd.whs.mil/Portals/54/Documents/DD/forms/dd/dd0882.pdf. The DD Form 882 does not replace reporting requirements of paragraph 1(a).

9. KEY PERSONNEL

a. Solicitation Requirement:

(1) The Government has identified the following positions to be filled by Key Personnel. The offeror may propose alternate and/or additional positions as Key personnel.

Position Title: __________________________________________________ (Government Fill-In)

(2) For all Key Personnel positions, provide an attachment naming the individuals proposed to fill Key Personnel positions along with a description of the portion of the solicitation’s Performance Work Statement that each individual is being proposed to perform.

(3) A resume is required for all individuals proposed to fill Key Personnel positions. Do not submit resumes for all labor proposed, only for those Key Personnel identified above. A signed a letter of intent is required for those individuals proposed as Key Personnel who are not current employees of the prime contractor responding to this requirement. This includes letters of intent for key personnel proposed by subcontractors, teaming partners and consultants. A letter of intent is not required for individuals proposed as key personnel who are current employees of the prime contractor.

(4) The resumes must provide thorough and detailed documentation of the experience, abilities, and background for proposed Key Personnel or equivalent statements of qualifications. Such documentation shall include but not be limited to: name, curriculum vitae, type and description of experience.

b. Contract Requirement:

(1) The following positions have been identified to be filled by Key Personnel proposed for this award.

Position Title: _________________________________

(2) The approved Personnel identified to fill the Key Personnel positions shall be utilized as necessary to fulfill the requirements of this contract.

(3) The contractor agrees that during the contract performance period substitution for Key Personnel shall not be permitted unless such substitution is necessitated by sudden illness, death, or change in employment conditions (e.g. termination, change in position, etc.). In any of these events, the contractor shall promptly notify the KO in writing and provide the information required by paragraph 4 below.

(4) All requests for substitutions must provide a detailed explanation of the circumstances necessitating the proposed substitution(s), a complete resume for the proposed substitute(s), and any other information requested by the KO needed to approve or disapprove the proposed substitution(s). Any proposed substitute or replacement key personnel shall have qualifications comparable to the individual being replaced, taking into account the requirements of the PWS. The KO or his authorized representative will evaluate such requests and promptly notify the contractor of his approval or disapproval thereof.

(5) If any of the listed Key Personnel are subcontractor personnel, the contractor shall flow down the substance of this instruction in any subcontract which is awarded in support of this contract.

End of SOO