Proposal_Management_System_-_KC_RFQ.docx

Proposal Management System - KC

HU0001-16-Q-B049

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.

USU has a requirement for a Proposal Management System, to include a base period of one (1) year with two one (1) year option periods.

In 2015, USU completed migration from MIT COEUS to Kuali COEUS (KC). In 2016, USU implemented additional improvements to KC with the Ariah Open Source AGPL3 to maintain our ability to local-host and affect the code base of the system. This statement of work seeks commercial support to leverage the Ariah AGPL3 to move the USU to a comprehensive eRA solution.

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. This RFQ incorporates all provisions and clauses in effect through Federal Acquisition Circular (FAC) 05-89-1 (August 15, 2016) and Defense Federal Acquisition Regulation Supplement (DFARS) (August 30, 2016).

This requirement is set-aside for small business concerns under NAICS code 541511 Custom Computer Programming Services with a size standard of $27,500,000. In order to be eligible for award, offerors must be registered in www.SAM.gov, with completed representations and certifications by the close date of the solicitation.

Offerors interested in responding to this requirement must provide a quote for the requested services outlined in the statement of work. A single firm fixed-priced (FFP) purchase order will be awarded.

Statement of Work

In 2015 the USU completed migration from MIT COEUS to Kuali COEUS. In 2016, USU implemented additional improvements to KC with the Ariah Open Source AGPL3 to maintain our ability to local-host and affect the code base of the system. This statement of work seeks commercial support to leverage the Ariah AGPL3 to move the USU to a comprehensive eRA solution.

Key Performance Factors

· System must operate on premise in a Department of Defense Risk Management Framework (RMF) approved data center. Cloud implementations will not be considered unless the SAAS solution has attained DISA FedRAMP+ CUI-4 accreditation, and has a mechanism by which customers can export their entire data record at the conclusion of the contract period.

· The system must support CAS, SAML 1.1 or SAML 2.0 for system authentication.

· The system must draw all user data directly from USU’s LDAP.

· The system must comply with all RMF and Application STIGs and work with USU personnel to ensure assessment and compliance with same. Maintenance releases of the system must also comply with these requirements.

· Email sent by the system must be transmitted leveraging SMTP TLS or SMTP STARTTLS. No messages will be sent via unencrypted channels.

· Provide a completely web-based system for development, review, update and management of pre-proposals, proposals, award, and post-award management as well as COI and reporting.

System Technical Requirements:

· Proposal

· Automatically populate personnel information from USU’s human resources system.

· Provide targeted information on funding opportunities to PIs and support staff.

· Ability to identify pre-proposals by categories in the USU 3208

· Draw biographical information for all personnel from a center source and store multiple bios for submission to different sources.

· Use the USU’s organizational hierarchy for all personnel.

· Support multiple types of sponsored projects to include, federal, state, private industry, non-profit, internal programs, subcontracts/sub awards, etc.

· Support the creation of multi-year, multiple investigator, multi-school and multi-department proposals and enable collaborative development.

· Support scanned images and electronic document attachments.

· Identify required data for entry

· Track equipment, lab space and other budgetary items, but limit access to salary items; develop multi-year budgets, allow the setting of rates by finance.

· Support sponsored program lists

· Track relevant training and certification of personnel

· Develop budgets and support cost sharing

· Track committed effort

· Identify and report on under recovery

· Allow for custom creation of workflow for proposals

· Enable the complete management of the workflow by personnel of the Office of the Vice President Research. Notify personnel by e-mail when an action is required.

· Validate proposals before submission.

· Enable submission directly to sponsors, notify initiator when the proposal is submitted.

· Track IACUC and IRB Status (USU will likely not implement these modules but decisions need to be tracked).

· Track required reports to the sponsor; notify the PI and other personnel.

· Conflict of Interest

· Notify PI and sponsored projects office when a COI is due.

· Provide standard COI forms and/or templates

· Allow for the change of forms and templates if policy or process changes.

· Allow update of financial interests as necessary

· Support disclosure of significant financial COI and other potential conflicts. This includes salary or other payment for services, equity interests and IP.

· Track submission in each of the following categories:

6. New Assurance

6. Report of New Financial Interest

6. Annual Disclosure Summary

2. Alert appropriate personnel when a disclosure is required

2. Track receipt of all disclosure and generate a list of current and future disclosures.

2. Flag projects in pre-award and post-award with a potential for conflict.

. Reporting

3. Enable all reports to be viewed on the Web and downloaded as PDF or Excel

3. Report by fiscal year, PI, organization units and sponsors of awards, pre-proposals, and post awards to enable USU to effectively monitor its research portfolio.

2. Provide a tool to create reports to show dollar sorted to include: project and award type, PI name, USU Unit, award dates, program type, area of research, sponsor.

3. Enable Ad-hoc query

3. Allow authorized users to query data and restrict as necessary.

DoD-wide Contractor Manpower Reporting Requirements:

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for USU via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/.

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October for the period of performance of the preceding fiscal year. Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mil.”

Evaluation

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 highest technically rated offeror.

The government reserves the right to award without discussions.

Offerors responding to this RFQ, must submit quotes in accordance with the page limitations listed for each evaluation factor. Offerors who submit quotes in excess of the page limitations listed for each evaluation factor, may not be considered for award.

Quote organization:

Font Size: 11 Minimum Font Type: Calibri, Times New Roman and/or any other “similar” font type

Evaluation Factors (listed in order of importance):

· Technical Approach - Offerors are required to submit their technical approach to meeting the requirements outlined in the statement of work. Offerors must display a clear understanding of the requirements. Quotes submitted by offerors who fail to demonstrate a clear understanding of the requirement may not be considered further.

Quotes submitted by offerors that include the following statement, or similar, without any supporting information, may be determined to not have a clear understanding of the requirement and may not be considered:

“The offeror understands the requirements and the submitted quote has met all stated objectives.”

All submissions must provide details for how their proposed system meets all requirements outlined point by point in the SOW. This may be in the form of a spreadsheet. The successful system will be chosen based on an evaluation of the proposal creation/management process from the perspective of the Principal Investigator (PI) and Vice President for Research (VPR) personnel. Compliance with the Key Performance Parameters and failure to meet those parameters will disqualify the proposal.

Maximum Number of Pages: 5

· Corporate Experience: Offerors are required to provide a narrative of their corporate experience in the proposal creation and management process.

Maximum Number of Pages: 2

· Past Performance: The Government shall evaluate the offeror’s present and past performance on similar tasks completed within the past three years. Offerors must provide a minimum of two (2) customer references or CPARS reports for similar work performed. The Government reserves the right to select which reference(s) to contact. The following must be provided for each listed reference:

a. Name of client and address

b. Name of current point of contact including telephone number , e-mail address and title

c. Contract number

d. Contract value

e. Contract period of performance

f. A clear description of the supplies/services provided

USU may request additional information at any time.

Offerors will have an opportunity to address any adverse past performance history. Offerors who do not have any past performance history will not be rated favorably or unfavorably, but will instead receive a Neutral/Unknown rating for past performance. Offerors must clearly state in their quote if they do not have at least two (2) past performance references. Failure to provide this information may render an offeror’s quote non-responsive and may not be considered for award.

A strong history of relevant past performance may be more advantageous to the Government than a less relevant record of favorable performance. Offerors may provide past performance information for subcontractors and must provide the same level of detail as outlined above; however past performance information for the prime will be considered more important to the Government. The Government reserves the right to use data provided by the offeror and data provided by alternative sources in conducting its assessment of past performance history.

Maximum Number of Pages: 2

· Price: Offerors must include all applicable costs (Example: consulting hourly rates, number of hours, other rates, deliverables, travel, option year pricing) in their quote. Travel is IAW Joint Travel Regulations. The total quoted price for all applicable costs will be the evaluated price.

No Page Limitation

For price analysis purposes, offerors must provide a price breakout of the applicable costs (all applicable fully loaded labor rates, deliverables, travel, option years). The resultant award will be a firm fixed price (FFP) order.

Offerors must submit the following with their quote, if not completed in SAM registration:

· Completed copy of provision 252.209-7991

· Competed copy of provision 52.209-2

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

Deadlines:

Questions/clarifications regarding this solicitation must be submitted via email to carolyn.randolph@usuhs.edu by 12 September. Any question received after 12 September 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 13 September.

Quote packages are due by 5:00 p.m. Eastern Local Time on 16 September 2016. Quotes must be submitted via email to carolyn.randolph@usuhs.edu. Quotes will not be accepted by any other means. Late quotes will not be considered. Offerors will receive an email confirmation that their quote was received and whether it was on time or late within two (2) business days.

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 (if applicable). Failure to acknowledge the most recent amendment number, may render an offeror’s quote non-responsive.

· Statement if Visa is an acceptable form of payment, without a fee