RFQanimalmgmtsyst.docx

The Uniformed Services University of the Health Sciences (USU) is the Nation's federal health sciences university and is committed to excellence in military medicine and public health during peace and war. We provide the Nation with health professionals dedicated to career service in the Department of Defense and the United States Public Health Service and with scientists who serve the common good. We serve the uniformed services and the Nation as an outstanding academic health sciences center with a worldwide perspective for education, research, service, and consultation; we are unique in relating these activities to military medicine, disaster medicine, and military medical readiness. USU is located in Bethesda, MD on the grounds of the Naval Support Activity Bethesda.

Additional information regarding USU can be found on our website: www.usuhs.mil.

Armed Forces Radiobiology Research Institute (AFRRI) has a requirement for animal management system software which will be utilized for optimizing animal care operations, ensuring IACUC protocol compliance, providing fast and accurate reporting, enhancing study operations, maintaining comprehensive medical records, etc.

This is a combined synopsis/solicitation for commercial items in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This is a request for quotes (RFQ) for commercial items in accordance with the procedures of FAR Part 12 – Acquisition of Commercial Items and FAR Part 13 – Simplified Acquisition Procedures, to include FAR Subpart 13.5, Test Program for Certain Commercial Items, in accordance with the class deviation titled “Permanent Authority for Use of Simplified Acquisition Procedures for Certain Commercial Items” (DARS Tracking Number 2015-O0004). This RFQ incorporates all provisions and clauses in effect through Federal Acquisition Circular (FAC) 05-83 (July 2, 2015) and Defense Federal Acquisition Regulation Supplement (DFARS) (June 2, 2015).

In order to be eligible for award, offerors must be registered in www.SAM.gov, with completed representations and certifications.

Offerors interested in responding to this requirement must provide a quote for an animal management system software, which at a minimum, meets the specifications listed below. A single firm fixed-priced (FFP) order will be awarded. Offerors are encouraged to submit multiple quotes for animal management system softwares, which will be evaluated separately by the Government.

Description of Software:

The license for the Animal Management System Software is based on an unlimited number of animals at a single location. This is an all-in –one system that can connect disciplines throughout AFRRI. Minimum modules ideally included within the license are:

· Administration

· New IACUC protocols

· Protocol amendments

· Animal ordering

· Animal Census tracking

· Animal medical records

Key features of the animal management software system should include; optimizing animal care operations, ensuring IACUC protocol compliance, providing fast and accurate reporting, enhancing study operations and maintaining comprehensive medical records. This system must be Good laboratory Practices (GLP) compliant-ready.

This should be a complete records system starting with protocol submission and approval. Animal ordering, census, billing and extraction of regulatory data can be streamlined through this system. Accurate tracking of animals can be completed from the time they are approved by a protocol through study completion. This system can be utilized by AFRRI’s veterinarians and veterinary technicians within the Veterinary Sciences Department (VSD), the Scientific Research Department (SRD), Good Laboratory Practices (GLP) and the Institutional Animal Care and Use Committee (IACUC).

Key benefits for each department include:

· Veterinary Sciences Department (VSD) Animal examination and medical records that are legible, consistent, retrievable from multiple locations, and DICOM image compatible. Communication between multiple veterinarians and technicians can be streamlined and synched. Trends in animal health can be tracked by case definitions such as; diagnosis, treatment or other key words.

· Scientific Research Department (SRD) Principal Investigators can organize, search and submit data in a more efficient manner allowing them to be more competitive for funding and grants. The system allows the ability to access protocol and animal location history and real-time data. The system allows the ability to conduct protocol, submission, review and renewal.

· Good Laboratory Practices (GLP) The system provides a full audit trail of the data with integrated electronic signatures and establishes specific user functionality. The audit trail contains who made the addition or update, when it was made and why the edits and deletions were made. Contains FDA required features such as limited access (per person), audit trails, date/time stamps and procedures to ensure data integrity. This system also must have suggested FDA features such as easily retrievable data, access to data and user alerts.

· Institutional Animal Care and Use Committee (IACUC) Offers the ability to streamline operations while enhancing reporting and compliance. The system allows the ability to conduct protocol, submission, review and renewal. There are data entry screens for numerous standard reports and customizable reporting capabilities. Animal welfare regulations are increasingly focused on documentation of proper care and oversight and are expected to increase in the future.

Currently most aspects of all of these processes are hand written or completed in isolated computer systems in simple word documents and therefore not easily searchable. There is no easily accessible interconnection for passage of information between these departments or through the IACUC.

Desired Specifications:

COMPLETED BY OFFEROR

· IACUC compliant

· GLP compliant

· Army Certificate of Networthiness (CoN).

· Ability to tailor programs and systems to our needs

· Ability to upload medical images in DICOM format into a PACS system

· Ability to integrate any established RFID of barcode scan for animal tracking and census systems

· Training and live support services available

· Animal management software system specifically designed for a research environment

· Local technical support

· Need for a permission based system with the ability to specify admin level

· Ability to create custom forms and reports

· Customizable drop down menus

· Option Year I: Annual Maintenance and Upgrades

· Option Year II: Annual Maintenance and Upgrades

· Option Year III: Annual Maintenance and Upgrades

· Option Year IV: Annual Maintenance and Upgrades

*Offerors who fail to provide the completed chart above, may be considered non-responsive.

The system will have to work within the following technical constraints:

Server requirements existing equipment can be utilized:

· Two servers: a database server and a web server (minimum) Database Server (Minimum):

· Hard drive space requirements are based in the amount of data that need to be stored

· 4 GB RAM

· Dual or high-speed processor

· SQL Server 2008 or higher HS Web Server (Minimum):

· 4 GB of RAM

· Windows Server 2008 or higher

· IIS

· High-speed connection between the web server and the database server

The resultant award will include four (4) one year option periods for maintenance, with the first option period beginning the day after the base year license expires.

The government intends to award a single firm-fixed priced (FFP) purchase order to the offeror representing the best value to the government based on the evaluation factors listed below. Evaluation factors are listed in order of importance, with most important listed first. The government will conduct a trade-off between price and non-price factors. The Government is not required to award to the lowest priced offeror or the offeror quoting the highest technically rated item.

The government reserves the right to award without discussions.

Evaluation Factors (Listed in order of importance):

1. Technical – Offerors must provide product literature, which demonstrates the capabilities of the quoted item(s). At a minimum the product literature must demonstrate how the quoted item meets the desired specifications outlined above. Information on warranty , training, and delivery lead-time must be included in the quote submission and will be evaluated. The government reserves the right to utilize technical (i.e, trade magazines) and customer reviews/references as part of the technical evaluation.

2. Price – Offerors must include all applicable costs (Example: Components, Shipping) in their quote. The total quoted price, inclusive of option periods, will be the evaluated price.

In addition to providing product literature, offerors must also submit the completed table above with their quote submission*:

Offerors must also submit the following with their quote:

· Completed copy of provision 252.209-7992

See attached list for applicable provisions and clauses for this requirement.

Offerors must also indicate in quote where item is manufactured.

Items will be shipped to Bethesda, MD.

Deadlines:

Questions/clarifications regarding this solicitation must be submitted via email to stephen.enokida@usuhs.edu by July 16, 2015. Any question received after July 16th will not be answered. Questions will not be answered over the phone or submitted by any other means. All questions will be answered in an amendment to the solicitation posted on or around July 20th.

Quote packages are due by 11:00 AM Eastern Local Time on August 10, 2015. Quotes must be submitted via email to Stephen.enokida@usuhs.edu. Quotes will not be accepted by any other means. Late quotes will not be considered. Quote packages should include a cover sheet that provides the following information:

· Company Name

· Point of Contact, to include email and phone number

· DUNS Number

· Statement that includes acknowledgement of latest amendment number