Statement_of_Work.docx

SCOPE OF WORK

ELECTRONIC SAFETY DATA SHEET (SDS) LIBRARY AND ORGANIZING

SYSTEM FOR HAZARD COMMUNICATION COMPLIANCE

1. Introduction

The sixteen ships in the National Oceanic and Atmospheric Administration (NOAA) fleet and nine (9) shoreside support facilities must keep current Safety Data Sheets (SDS) for all chemicals, available to ships officers and crew during all work shifts (i.e. 24 hours per day).

NOAA ships operate far from shore and rely on SDS, not just for hazard communication (HAZCOM) compliance but also for key information during exposure incidents and oil and hazmat spills. Maintaining a ‘library’ of SDS organized by location aboard is essential for personnel safety, legal compliance with OSHA HAZCOM regulations (29 CFR 1910.1200) and emergency preparedness.

We require an electronic SDS library system, which may utilize a FEDRAMP cloud-based system, or operate on existing servers aboard our ships. NOAA ships use Very Small Aperture Terminal (VSAT) for internet connectivity while underway. For server-based and FEDRAMP cloud-based options, the offeror must include a backup or other method to ensure accessibility to SDS when VSAT connectivity is unreliable.

2. Scope

Our need: the acquisition of an electronic SDS system that meets salient characteristics described below, as a subscription for a period of one year, with four option periods of one year each (total performance period of up to five years).

3. Requirements/Salient Characteristics

The system must manage SDS for 25 sites to include 16 vessels and 9 land sites (the number of sites may increase or decrease by a maximum of seven over the 5 year term). Each of the 25 site will include departments and locations within each department in a hierarchical fashion.

SDSs will be assigned to each site/department/location/cabinet. The number of SDS per site/department/location will vary significantly (as low as 1 to as many as 800). At present, NOAA Marine Operations current system includes 4,400 SDS, with some duplication likely.

Offerors must meet the following requirements:

A. Proven System: Offeror’s system must be currently operational – providing service as an SDS library system to workplaces, as described in this Statement of Work - for at least two (2) years. Offerors currently serving 1,000 or more workplaces are preferred. Systems built specifically to meet this SOW will not be considered.

B. Site-Specific, Hierarchical Library System: The system must maintain a database of SDS organized in a hierarchical manner of site/department/location/cabinet with a total of four (4) hierarchical levels. The system must allow for at least 28 sites, up to six (6) departments per each site, up to ten (10) locations per department, and up to ten (10) cabinets per each location. We must be able to assign names to each site/department/location/ cabinet. Systems with an unlimited number of sites/departments/locations/cabinets are preferred but not required.

In the event additional ships or facilities are brought online, the bidder must either accommodate for additional under the current costs or include an option for increasing the number of sites, up to seven (7) additional sites for a total of 32.

C. System Type & Continuity of Access: The system may be FEDRAMP cloud-based, or operate on existing servers aboard ships and within facilities. Installation of dedicated servers for the SDS library is not preferred. Any system that stores information remotely (server-based or FEDRAMP cloud-based ) must provide for a method for continuity of access to SDS when VSAT internet is limited or unavailable.

D. Security & Compatibility: Being a Federal agency, DOC NOAA OMAO is subject to the National Institute of Standards and Technology (NIST) guidance including, but not limited to, NIST SP 800-53 (rev4). The system must support Role Based Access Control (RBAC); provide details of account access controls in your response to the RFI. Any solution must meet the following guidelines at a minimum:

· High or Moderate Risk Contracts -- 48 CFR Ch. 13 1352.237-70

· Low Risk Contracts – 48 CFR Ch. 13 1352.237.71

· National Security Contracts – 48 CFR Ch. 13 1352.237.72

· Foreign National Visitor and Guest Access to Departmental Resource.

· FAR Subpart 4.19— Basic Safeguarding of Covered Contractor Information Systems

· FAR Clause 52.204–21

· FAR Subpart 24.1—Protection of Individual Privacy

· FAR Clause 52.224-1 “Privacy Act Notification”

· FAR Clause 52.224-2 “Privacy Act”

· FAR 39.101—Acquisition of Information Technology—General—Policy

· FAR 39.105—Acquisition of Information Technology—General–Privacy

· FAR 39.106— Acquisition of Information Technology—General–Contract Clause

· FAR Clause 52.239-1 “Privacy or Security Safeguards”

· FAR Subpart 27.4--Rights in Data and Copyrights

· NIST 800-53 Rev 4 --Controls for moderate systems

· DOC IT Security Manual

· NOAA IT Security Manual

· NOAA IT Security Policy

E. Ease of Use: The system must be intuitive, allowing the user & administrators to access SDS in spite of low technical proficiency and limited training. Offerors are encouraged to provide a demo login for further evaluation. Straightforward and brief training may be useful. Ability to search and open a PDF with one click after search is preferred. System should have the ability to “deactivate” SDSs for material that is aboard for only one or two projects, then removed until the following year.

F. System Administration: The system must have one centralized administrative account (allowing monitoring of all administrators) and 25 ‘site administrators.’ It is preferred for the centralized administrative account and the 25 ‘site administrators’ to be password protected.

G. User Access: The system must also have the ability to be accessed by a “non-password protected” user site for crew, personnel and scientists, providing immediate access to SDS. Unlimited use of the user site is required.

H. System Capacity & Adding New SDS: The system must accommodate approximately 4,400-5,000 SDSs. The system should allow NOAA to search for and obtain SDSs which are not contained in the current NOAA SDS library. It is preferred to also have an option to upload an SDS from the internet or hardcopy.

I. Migrating Current Date: Successful offeror is responsible for migrating existing data from the current system to the successful offeror’s system. All data must be migrated to the new system no later than October 31, 2018.

J. Printing features: It is preferred to be able to print the full SDS Library upon request for a site. The ability to have tabs printed and SDS organized by department/location/cabinet during printing is preferred. Systems that can print labels for secondary containers are preferred.

K. Updating SDS: It is preferred to have ‘SDS update services’, whereby the offeror will update SDSs in the system when the chemical/product manufacturer issues a newly updated SDS.

L. Full Service Annual Cleanup/Revision: It is preferred for the offeror to provide customer service by updating the inventory for each of 16-28 sites on an annual basis (following complete hazmat inventory by shipboard personnel) to include removing SDS for products no longer aboard, moving SDS to different locations if the product is now stored in a new location, and adding SDS for new products aboard for each site.

M. Searchable/Indexed Data: The system must search SDS by product name and manufacturer. Searching by ingredient is strongly preferred. It is preferred for information about HMIS, NFPA, and safety/PPE be indexed.

4. Quote Requirements

Offerors must complete and include with bid the QUOTE REQUIREMENTS CHECKLIST (below). Offerors must provide a bid that clearly indicates cost included in the base price and those items that cost extra (see 4.O below).

QUOTE REQUIREMENTS CHECKLIST – TO BE COMPLETED BY ALL OFFERORS:

COMPANY NAME:

A. Proven System:

Describe 2 customers who use the system under similar & remote circumstances (200 words):

B. Site-Specific, Hierarchical Library System:

C. System Type & Continuity of Access:

Describe what features are available on the app, if different than the usual route of access:

Describe how access to the information is achieved during periods of limited to no internet access (up to 30 days):

Describe how features/usability change when using ‘backup’:

For systems that run on existing servers, indicate size/amount of space needed and the format of the database (SQL, etc.):

D. Security & Compatibility:

Is your solution capable complex, 15 character passwords for admins:

Please provide update/patch frequency if not detailed in SLA Provide details on how solution overcomes intermittent connectivity Provide details on how solution secures passwords:

E. Ease of Use:

Describe how/if you provide training and any costs associated with it:

F. System Administration:

G. User Access:

H. System Capacity & Adding New SDS:

Does system provide access to SDS across NOAA’s sites (sites are not limited to viewing ONLY SDS in their known product library):

I. Migrating Current Date:

Describe how data migration is handled:

Describe the format and fields required for existing data (i.e. is product name and location sufficient):

J. Printing features:

Describe how to get the site library printed:

K. Updating SDS:

L. Annual Cleanup/Revision:

Do you provide services to update the inventory for each site on an annual basis, to include removing SDS for products no longer aboard, moving SDS between locations, and adding SDS for new products aboard for each site, based on an inventory provided by us: Yes No

M. Searchable/Indexed Data:

N. Cost:

Can you accept payment for 12-months (one bill per year): Yes No Ensure your bid clearly indicates:

· Cost for the base year

· Cost for each of the four option years

· Cost of migrating data, if additional

· Cost of indexing data, if additional

· Cost of service to annually cleanup/revise each site’s inventory, based on an updated list of products provided to you

· Cost to SDS are replaced with newly issued/updated SDS in the system

· Cost of training, if additional

· Cost of exceeding 5,000 SDS, if additional

· Cost of increasing the number of sites from 25 to 28 and to 30.

5. Period of Performance The period of performance for the base year and four option years is as follows:

6. Payment Requirements Send invoices to:

BEVERLY PARKER

BEVERLY.J.PARKER@NOAA.GOV