17-01178_Inventory_Software_SOW.pdf

SOW – Inventory and Logistics Management Software System - May 2017

STATEMENT OF WORK (SOW)

Inventory Logistics Management Software (ILMS) System

15 May 2017

Table of Contents

1 Introduction

1.1 Background

1.2 Objectives

2 Scope Of Work

3 Requirements

3.1 Requirements 1 – Inventory logistics Management Software

3.2 Requirements 2 – Application/Configuration Support

3.3 Requirements 5 – Installation Support…………………………………...……6

3.4 Requirements 6 – Training and Support………………………………………6

3.5 Requirements 7 – Annual Technical Support…………………………………6

4 Deployment Plan Deliverables

5 Period of Performance

6 Place of Performance

1 Introduction

1.1 Background

The National Oceanic and Atmospheric Administration (NOAA), operates a wide assortment of hydrographic survey, oceanographic research and fisheries survey vessels. These vessels are operated by NOAA’s Office of Marine and Aviation Operations (OMAO). Ships located in the Atlantic are managed by the Marine Operations Center-Atlantic (MOC-A) in Norfolk, Virginia. Ships located in the Pacific are managed by the Marine Operations Center-Pacific (MOC-P) in Newport, Oregon.

Ships located in Hawaii are managed by the Marine Operations Center-Pacific Islands (MOC-PI).

The NOAA Marine Operations Center-Pacific (MOC-P) serves as a homeport for two NOAA ships and provides administrative, engineering, maintenance and logistical support to NOAA’s Pacific fleet and also houses the Marine Operations directorate, which oversees the Pacific, Pacific-Islands, and Atlantic marine centers and all NOAA ship operations.

The NOAA, OMAO, Marine Operations Center in Newport, OR is currently standing up an Inventory and Logistics Support Program in order to maximize the sustainability of ships at sea. Marine Operations has a need for an Inventory and Logistics Management Software (ILMS) System that allows full visibility of parts across the fleet and warehouse facilities. Having inventory and keeping it under control is a key driver for our increased operational readiness.

1.2 Objectives

To stand up and implement a functional ILMS system that provides logistic support of a spare parts inventory control system for 16 ships and four warehouse facilities that meet our system requirements.

2 Scope of Work To meet the objective of standing up an inventory management system Marine Operations requires the following products and services:

• Commercial Off The Shelf (COTS) Inventory and Logistics Management Software (ILMS) capable of providing support of an inventory consisting of approximately 2000 spare parts distributed over four warehouse facilities and a fleet of 16 ships with the capabilities and functions to meet the criteria listed in the ILMS requirements.

• Estimated 21 user licenses to be installed at the main database hub, four warehouse Inventory Control Points (ICP) and 16 ships. MOC-P will be the main hub supporting the database for the four warehouses and 16 ships’ servers (NOAA will provide the servers).

• Provide application/configuration support services to meet the criteria listed in the application/configuration support requirements. Estimated two (2) people for two (2) days at Newport, OR for onsite visit for business analysis.

• Provide installation support services to meet the criteria listed in the installation support requirements including:

o On site technician for turn-key installation of centralized data base (main hub) in Newport., OR and mock-up of four remote warehouse (ICP) databases. Estimated two

(2) people for two (2) days on site Newport, OR o On site technician for turn-key installation of first two of sixteen ships. Estimated one

(1) person two (2) days on site, locations to be determined o Support of remaining 14 ships may be supplied as either or a combination of onsite and remote support.

o Provide incremental labor pricing for travel days, installation days or remote support per ship. Travel to be reimbursed at standard government per diem rates and actual airline ticket costs.

• Provide training support services concurrent with installation visits to meet the criteria listed in the training requirements.

• Provide annual technical support services to meet the criteria listed in the annual technical support requirements (first year with options to continue subsequent years).

and related incidental work to make a turnkey ILMS system.

3 Requirements

3.1 Requirements 1 – Inventory Logistics Management Software (ILMS) Requirements

• Enterprise Edition Inventory Software System is to provide centralized management of inventory, (main hub database) and multiple Inventory Control Points, (ICP).

• Uses Microsoft Windows Operating System (2008 or later) with embedded Windows Operating System web server.

• One centralized main server and 21 user licenses with no annual fees.

• Each licensed database (shipboard or warehouse) is to retain local functionality during loss of connectivity.

• Once connectivity is restored all changes are updated to the central main hub database.

• Provide real time or near real time query and request capability from each warehouses and ship.

• User Interface that provides system administrator with additional levels of permissions.

• Framework is easily customizable and extendable to our needs.

• Cross platform transparency of inventory.

• Full control of issuing, transferring of inventory and setting reorder points, etc.

• Track and allocate costs to appropriate accounting strings.

• Reasonable acquisition, licensing and revision costs.

• Barcode scanning and barcode label printing functions fully supported and ranges from local workstation scanning to full wireless network capability with mobile computers.

• Ability to browse and manage combined inventory from different sites.

• Customized fields with ability to mark custom field as inactive, controlled and uncontrolled.

• Ability to define hierarchical structures for parent numbers.

• Export and import data on customers, vendors, orders and quantities.

• User friendly search features to quickly locate inventory and orders.

• Parts usage history.

• Cycle counting, Inventory adjustments, custom hold types and stock custom fields.

• Replenishment capabilities with Inter warehouse transfers and min/max quantity per warehouse.

• Lot and Expiration date, FIFO/FEFO, Serial number tracking, Multi-SKU pallets/containers.

• Shipping, receiving and transfer operations that are supported for full order and partial order processing.

• Associated documents such as pick lists, putaway tickets, bills of lading, and packing lists are readily available for printing or export in a variety of formats.

• Reporting capability is provided in the form of inventory and order status detail reports, as well as management reports related to replenishment and stocking.

• Additional reports that support; Item availability, receiving order status, shipping order status, back order status, serial number history and date and user stamped.

• Allows users to maintain and manage vendor and customer contact information, including multiple ship-to addresses.

• Allows integration with industry standard software (accounting, shipping, EDI) and hardware (label printers, scanners) to pick and choose system components that best meet our needs.

• Reports supply real time management information.

• Intuitive and easy to use.

• ILMS system shipboard user interfaces will be through existing Shipboard Automated Maintenance Management System (SAMMS) workstations on each ship. The ILMS will need to be able to be launched from within the SAMMS application software via a web server call. Each shipboard database will require an embedded Windows Operating System web server.*

* The current Shipboard Automated Maintenance Management System (SAMMS) system operates using a Front End, Back End, Client-Server scheme. The Front End is the SAMM software running Windows workstations (i.e., the Client); The Back End is a database engine running on a single data server. The SAMM data server computer uses a Windows server operating system running a Sybase SQLAnywhere database. The ILMS could be based on a mutual Sybase SQLAnywhere or a Microsoft SQL database with an embedded Windows Operating System web server.

3.2 Requirements 2 – Application/Configuration Support

• Application/Configuration support to be provided by a person highly knowledgeable and experienced in configuring the ILMS.

• Onsite visit for business analysis to determine the optimal user configuration of software.

• Perform configuration of customized fields to our unique specifications.

• The ILMS system will need to be integrated on the Shipboard Automated Maintenance

Management (SAMMS) system’s workstations on each ship as the user interface.

3.3 Requirements 3- Installation Support

• On site technician for turn-key installation of centralized data base (main hub) in Newport., OR and mock-up of four remote warehouse (ICP) databases.

• Provide remote assistance during deployment of the remote warehouse ICP databases.

• ILMS installation is to supports multiple warehouses with storage perspectives available by location, pallet, container, or any combination thereof.

• On site technician for turn-key installation of first two of sixteen ships. Provide training of installation to assigned Engineering IT personnel during shipboard installation period.

• Support of remaining 14 ships may be supplied as either or a combination of onsite and remote support. Provide incremental labor pricing for travel days, installation days or remote support per ship. Travel to be reimbursed at standard government per diem rates and actual airline ticket costs.

• Testing and configuration for scanners and additional hardware purchased through COTS system.

3.4 Requirements 4 – Training Support

• Provide training to two NOAA Inventory Management personnel as ILMS system administrators.

• Provide training to one IT specialist at the centralized data base location to set up user workstations.

• Provide a training portal or training guides after installation.

3.5 Requirements 5 – Annual Technical Support

• The Contractor must provide a hot line technical support telephone number for the purpose of providing technical support of the software during contractor’s business hours.

• The contractor must maintain technical support personnel knowledgeable and experienced in inventory software implementation.

• An installation support technician knowledgeable in the customized system configuration/installation must be identified to the NOAA Inventory Logistics Program Manager and be available for support during normal business hours via phone and email for configuration issues/changes.

4 Deployment Plan

Submit a deployment plan that assess internal operations and procedures to determine the best means of integrating ILMS into SAMMS taking the following phases into consideration.

• Phase 1 – MOC-P Business Analysis Trip

• Phase 2 – ILMS Set-Up and Data Import

• Phase 3 – Central Warehouse Installation

• Phase 4 – MOC-P On Site Training

• Phase 5 – Additional Warehouse Remote Installations (MOC-A, MOC-PI, Pascagoula, MS)

• Phase 6 – Shore-side Closeout

• Phase 7 – On-Site Installation on Ship Servers

• Phase 8 – Project Close-Out

Phase Criteria

1. Business Analysis Trip - Assess internal operations and procedures to determine the best means of integrating ILMS into the inventory control system’s needs.

- Collect and analyze information on how existing data will be used in

Inventory System.

- Visit ship to analyze structure for database server and application.

2. ILMS Set-Up and Data Import - This phase is built up on phase 1. Based on the information gathered during the trip plus provided data.

- ILMS contractor to set-up (warehouse topology, security settings, user permissions and roles, etc.).

- Data will be analyzed and imported into ILMS system prior to installation.

3.

Central Warehouse Installation

- Application to be delivered already set up with provided data and warehouse topologies from Phase 2.

- On-site installation of application on server at the central warehouse located at MOC-P.

- Configure for additional warehouses set up.

- Test out.

- Duration of this phase is estimated at 2 days.

4.

On- Site training

- Approximately 2days training for warehouse users at central warehouse location MOC-P.

- Include: process flow specific to NOAA, administration, low level IT support and troubleshooting, any sync tools functions, how to set up custom field, etc.

5. Additional Warehouses

Installation

- Provide application access link with instructions to download on desktops.

- Provide remote assistance during this phase.

6. Shore-side Close-out - Final configuration review and clean up.

- Finalized documentations delivered.

- User experience based configuration refinements

7. Go Live Ships - On site installation on two ships

- Test out connection on first 2 ships install for connectivity between the ships and the warehouses.

- Remote installation support on remaining 14 ships

8. Project Close-Out - ILMS to be functionally running at all four warehouses and 16 ships.

- All training has been completed.

3 Period of Performance Phase 1 –to be completed within 1 month of contract award.

Phase 2 – to be completed within 1months after completion of Phase 1 Phase 3 - to be completed within 2 weeks after completion of Phase 2 Phase 4 – to be completed during Phase 3 trip.

Phase 5 – estimated within 1 month of completion of Phase 3 Phase 6 - estimated commencement within 1 month after completion of Phase 5 Phase 7 – estimated 2 ships within first 6 month of contract, 14 within a year after contract awarded.

Phase 8 - estimated within 1 year of contract to be fully running on all sites.

4 Place of Performance The primary place of performance is as follows:

National Oceanic and Atmospheric Administration- MOC-P Marine Engineering Branch 2002 NE Marine Science Drive Newport, OR 97365

Ship installation activities may be performed at other locations rather than the primary place of performance.