REVISED_Performance_Work_Statement.docx

PERFORMANCE WORK STATEMENT

Agency/Activity: United States Medical Research and Materiel Command (USAMRMC) Office of the Staff Judge Advocate (OSJA)

Title: Technology Transfer (T2) and Intellectual Property (IP) Database

1. General: Pursuant to the Federal Technology Transfer Act (FTTA), USAMRMC has a significant program in patenting and licensing inventions with commercial potential. USAMRMC is composed of various major subordinate commands each specializing in technologies associated with its mission. The USAMRMC laboratories and research and development centers work with diverse technologies including the entire breadth of biomedical and chemical research.

1.1. Background: The USAMRMC OSJA IP Division works closely with the USAMRMC Office of Research and Technology Applications/Medical Technology Transfer (ORTA/MTT). The ORTA/MTT assists the USAMRMC laboratories and MEDCOM organizations in all areas of technology transfer, including but not limited to Cooperative Research and Development Agreements (CRADAs), nondisclosure agreements, technology assessments, marketing and licensing inventions, training and education, and professional development.

The USAMRMC OSJA IP Division had a patent docketing and database system that was terminated in July 2015. The OSJA IP Division requires a new database system to track all IP, T2 agreements, and to provide reports and metrics to the Department of Army, the Office of the Secretary of Defense and Congress. Patent docketing is one of the most crucial functions within any Intellectual Property department. The docketing and database system provides tools for data capture, reporting, document generation, and establishing workflows. A docketing and patent database system also allows the OSJA IP Division to ensure that deadlines are met to maintain and protect Army intellectual property. Missing deadlines can result in loss of the ability to obtain a patent and consequently, the loss of government property.

1.2. Description of Requirement: The USAMRMC OJSA IP Group requires a Commercial-Off-The-Shelf (COTS) docketing and patent database software system along with associated customer support services, periodic software and system updates, and some flexibility for configuration and customization. The system will reside on a local server at Fort Detrick, Maryland under the management of USAMRMC Information Technology personnel and will be accessible via internet browser. The system will have a Certificate of Networthiness (CoN) (Deliverable #1). The docketing and database product will be or is to be licensed as a subscription based software model with annual license fees and included customer support and software updates. Per user licenses (seat licenses) are not contemplated. Licenses based upon volume of records are preferable. Training is required for all users within the USAMRMC OSJA IP Division and ORTA/MTT staff along with technical support services, to include but not limited to implementation, validation, consulting, and customer telephone helpdesk support, etc. In addition, the USAMRMC OSJA IP Division and ORTA/MTT has a need for additional customized modules, if not included in a base system, to address transfer of legacy data into the new system, marketing tools and processes, online document and form submissions, such as Invention Disclosures, workflow configuration for certain users, and acceptance and processing of LEDES98B law firm electronic invoices, and training services

1.3. Period of Performance: The following is an estimated breakdown of the period of performance to include a 12-month base period and four 12-month option periods:

1.4. Place of Performance: Client-Server hardware for the system will reside at Fort Detrick. Training sessions will occur on the Fort Detrick installation. It may also be necessary for certain vendor team members to periodically travel to Fort Detrick for installation and troubleshooting of system. See below for guidance regarding travel requirements.

1.5. General Information:

1.5.1. Non-Personal Services: This requirement identifies services that are strictly non-personal in nature.

1.5.2. Severable / Non-Severable Services: This requirement identifies services that are severable in nature.

1.5.3. Inherently Governmental Functions: This requirement has been reviewed and contains no services that are inherently governmental functions.

1.5.4. Acquisition Functions Closely Associated with Inherently Governmental Functions: This requirement has been reviewed and contains no services that are closely associated inherently governmental functions.

1.5.5. Contract Type: Firm-Fixed Price (FFP)

1.5.6. Travel: Contractor will be expected to travel to Fort Detrick, as required, to accomplish the tasks included within this PWS. Travel must be approved by the Contracting Officer’s Representative (COR) prior to actual travel being performed. Travel Costs shall be incurred and billed in accordance with FAR Part 31. The Contractor is responsible to ensure cost savings are utilized when available (i.e. making reservations as soon as possible, utilizing compact cars when vehicle is required, requesting government rates at hotels to stay within per diem, parking in economy parking, etc.). If the hotel is over the per diem rate, the difference will not be paid unless there is an approved justification approved by the COR prior to travel being performed.

1.6. Security Requirements: Contractor employees required to perform within an Army-controlled installation, facility, or area shall comply with the requirements listed below:

1.6.1. Personnel must be U.S. citizens and capable of passing a National Agency Check with Inquiries (NACI) and IT-III to obtain a Common Access Card (CAC). This may be necessary to perform the tasks associated with the data audit and legacy data transfer to the new docketing and patent database system.

1.6.2. Access and general protection/security policy and procedures. This standard language is for vendor employees with an area of performance within an Army controlled installation, facility, or area. Vendor and all associated sub-contractors employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshall Office, Director of Emergency Services or Security Office. Vendor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.6.3. For vendors that do not require CAC, but require access to a DoD facility or installation. Vendors and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

1.6.4. For vendor employees requiring a CAC, vendor should provide a list of such employees and notify those employees that certain personal information must be provided to the government in order to obtain a CAC. For example, full names, address, citizenship, and social security numbers must be provided immediately upon award to the OSJA IP Division so the approval process can be initiated. The approval process may be lengthy.

1.7. Organizational Conflict of Interest (OCI) Category: The U.S. Army Medical Research and Materiel Command (USAMRMC) has categorized all service/supply procurements into one of the following two as defined below, for purpose of identifying, avoiding or mitigating against Organizational Conflicts of Interest (OCI) IAW FAR Subpart 9.5. These categories are defined as follows:

· Category 1 – Program and/or Administrative Support. Services which, by their very nature, give the Contractor access to non-public procurement sensitive data about the contract requirements, other Contractors’ proprietary information, or put the Contractor in a position to influence the award decision on a contract in which they are participating. Services would be characterized as having access to Command Wide procurement sensitive information, or work that could likely have an influence over follow-on awards or contracts within subordinate directorates/Commands.

· Category 2 – Program Management Support. Services which assist in planning and managing an organization’s activities and programs. These include, for example: requirements analysis, acquisition support, budget planning and management, business, process reengineering, program planning and execution support, and independent technical management support. Services would be characterized as having access to only Directorate or Subordinate Command level procurement sensitive information or work that would have little influence on follow-on requirements or requirements of other directorates/Subordinate Commands.

· Category 3 - Product Support. Services or end items required to meet the mission requirements of the organization’s activities and programs. These include, for example: concept exploration and development, system design, system development and integration, COTS Procurement and integration, internal development testing, deployment, installation, operations, and maintenance. Services can be characterized as having little or no access to procurement sensitive information other than the immediate requirement and little chances of follow-on work that can be influenced by the immediate requirement.

The purpose of this categorization is to accomplish the following three objectives: (1) to inform prospective Offerors that OSJA USAMRMC presumes that award of a contract or order in the subject category will give rise to real or apparent OCIs with respect to requirements in the other two categories; (2) to assist current Contractors and prospective Offerors in developing their own business strategies regarding participation in OSJA USAMRMC requirements and in identifying and, where possible, avoiding or mitigating against OCIs; and (3) to ensure that all current Contractors and prospective Offerors are afforded the maximum practicable opportunity to compete for all OSJA USAMRMC requirements consistent with the restrictions required under FAR Subpart 9.5 and sound business practices.

The work called for under this contract requirement has been determined by OSJA USAMRMC to fall within the following OCI category: Category 3 - Product Support

If any OCI arises during the Period of Performance, the Contractor shall notify the Contracting Officer (KO) in writing, within five (5) business days of event or the date that the Contractor becomes aware of the OCI. Additionally, the Contractor shall provide a written, proposed means of preventing, avoiding or mitigating each OCI identified within 10 business days of initial KO notification. This written OCI proposal shall be submitted to the COR and KO (Deliverable #11).

2. Government Furnished Property, Equipment, and Services:

For performance of this effort, the Government will furnish property, materials, supplies, equipment, information, and facilities; Government Furnished Property (GFP) will include all property, materials, supplies, equipment, information, and/or facilities provided by the Government or acquired by the Contractor (under the terms of the award) during performance of this effort.

If GFP/GFE is provided, the Contractor shall maintain a detailed property management system for Government Furnished Equipment / Material or Contractor-Acquired-Government Owned Property (CAP). The inventory accounting system must specify, as a minimum: product description (make, model), Government tag number, date of receipt, name of recipient, location of receipt, current location, purchase cost (if CAP), and contract/order number under which the equipment is being used. The Contractor shall either: a) attach an update inventory report to each Monthly Progress Report, or b) certify that the inventory has been updated and is available for Government review. In either case the Contractor’s inventory listing must be available for Government review within one business day of COR request.

2.1. Utilities: The Government will provide all utilities necessary for the contractor to perform their duties under this contract. This includes electrical power, phone, water, etc. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

2.2. Equipment: Government will supply up to five (5) laptop computers connected to the network to facilitate implementation of USAMRMC OSJA IP Division legacy data transfer to the new docketing and patent database system.

3. Minimum Essential Characteristics and Capabilities:

The minimum essential characteristics of the docketing and database system comprise Operating Characteristics, Performance Characteristics, and Functional Characteristics/Capabilities. The Contractor shall provide the software package meeting all of the following Minimum Essential Characteristics, including at least one copy of software and license, installation guidelines and operating instructions within 30 days of contract award, by DVD or other suitable electronic means (Deliverable #2).

3.1. Operating Characteristics:

(a) The system shall run on or in conjunction with the following operating systems and software applications:

i. Microsoft Windows Server 2008 R2 OS or newer

ii. Microsoft SQL Server 2012 or higher

(b) The system must have the capability to be accessible through a web-based browser, specifically, Microsoft Internet Explorer 11 or newer.

(c) If the software provided includes or depends upon third party software to provide required functionality, the version of third party software used/supported must be actively maintained by the third party with security patches being made available at no additional cost.

(d) If third party software is required that is not part of the basic system or is needed to implement optional modules or customization, vendor will identify such software and cost, if any, in its proposal.

(e) The docketing and patent database system shall have or shall be capable of receiving a Certificate of Networthiness (CoN) and otherwise comply with the applicable DoD and Army IT requirements as well as the Risk Management Framework (RMF) within 4 months after contract award (Deliverable #1). Vendor shall promptly comply with all reasonable requests for information in support of the CoN process. Absent extraordinary circumstances, prompt shall mean no greater than 7 business days. Vendor will not independently access government computer systems—all access will be under the oversight of USAMRMC Information Technology personnel.

(f) Vendor shall not access/manage the local server or their software application either directly (onsite) or remotely without the appropriate network access, security and data use agreements as expressly stipulated in the contract. In addition, the Vendor will be required to execute Non-Disclosure/Non-Use Agreement to protect USAMRMC/Army data (Exhibit C, Deliverable #10).

(g) Vendor shall comply with the requirements of Army Regulation 25-2, Information Assurance, and any other DoD and Army requirements in providing account management services to manage the approval, creation, modification, and deletion of user accounts.

(h) System data shall be backed up every twenty-four (24) hours.

3.2. Performance Characteristics:

(a) System shall provide for unique and single sign-on capability for users. System shall integrate with server host authentication procedures (use of DoD Common Access Card).

(b) System shall allow for a variety of configurable user types and user level permissions.

(c) System shall provide for patent case family groupings. System shall display case family relationships for related patent applications and for related technology transfer agreements such as CRADAs and licenses.

(d) Legacy Data. System shall be capable of receiving and storing legacy data in various formats. Vendor shall perform a data audit by reviewing and evaluating USARMRMC OSJA existing legacy electronic data for identification and correction of data errors or mobility issues. Legacy data exists in various formats; some legacy data is contained on two (2) executable DVDs provided by OSJA’s former vender, KSS Tech Tracs. It may be necessary for the successful Offeror to work with Knowledge Sharing systems to effectively migrate all KSS TechTracs legacy data. Additional legacy data also exists in the form of Excel spreadsheets, Word lists or documents, PDF format documents, and SharePoint. This data is in possession of the OSJA IP Division and ORTA/MTT Division. In total, the OSJA estimates approximately 25,000 records will need to be electronically or manually reviewed and corrected (if necessary) for transition into the new system. This process will include merging/eliminating any duplicate data. Accurate and corrected data shall be uploaded into the new system. Vendor shall perform any necessary conversion of data for migration or customization of fields required to receive uploaded data. See Task 3 for more details.

3.3. Functional Characteristics/Capabilities:

3.3.1. Invention Management

(a) System shall permit capturing, editing and reviewing of information associated with new and existing invention disclosures, including identity and location of inventors, key dates, abstracts, originating organization, docket numbers, sponsors, and potential licensees. System shall provide for electronic submission of invention disclosures.

(b) Docketing Integration. Seamlessly integrates invention disclosures with the patent docketing system and relates inventions with corresponding patent applications/patents and related technology transfer agreements such as CRADAs and licenses.

(c) Workflow Automation. Permits witnessing/approval functions for invention disclosures before engaging the docketing administrator.

(d) Input Automation. Permits sequential new distinct case/docket/matter numbers and input of all necessary baseline invention disclosure information for both the user and the attorney (e.g., invention title, inventor names, date of invention, brief description of invention, organizational information, technology field, etc.). The system shall send users an email confirmation of the invention disclosure submission with the automated docket number included.

(e) Responsible Organization. Permits drop-down menus of organizational codes to facilitate the identification of the responsible organization for the invention. Drop down menus shall be fully configurable by the system administrator.

(f) Export Control Laws. The invention disclosure system shall meet all U.S. Export Control Laws and is limited to U.S. Persons as defined in the U.S. Export Control Laws.

(g) Status Checks. System permits each user to view the status of their own invention disclosures. Designated laboratory personnel will also have the ability to view the status of all the inventors/inventions affiliated with their organization. The OSJA and ORTA/MTT staff will have the ability to view the status of any invention disclosure in the system.

(h) Searchable Records. System permits searches of invention disclosures by a variety of parameters to include docket number, application number(s), publication number(s), titles, key words, inventors, etc. The search function shall also have the ability to read flat PDF documents stored within invention disclosure system and return these documents as a search result.

(i) Date Stamps. System provides that each file submission gets an automatic date/time stamp. This ensures that multiple inventors uploading files to the same invention disclosure can distinguish between files having the same name. Each upload will also attach the name of the person uploading the invention disclosure and/or additional invention disclosure information.

(j) Custom Forms. Invention disclosure forms shall be customizable by the system administrator or in some cases, by user.

(k) System permits upload of peer reviews, inventor questionnaires, and Invention Evaluation Committee documents associated with docket number. Uploads are expected to be in Microsoft Word or PDF format.

3.3.2. Docketing

(a) System shall provide lifecycles management for invention disclosures, patents, trademarks, patent licenses and technology transfer and other agreements, including, for example, Cooperative Research and Development Agreements (CRADAs), Material Transfer Agreements (MTAs), Clinical Trial Agreements (CTAs), Non-Disclosure Agreements (NDAs), Biological Materials License Agreements (BMLAs) and other similar agreements. System will permit capturing, editing and reviewing of information associated with invention disclosures, patent applications/patents, maintenance fees and annuity payments, collaborative partners, agreement data and parties responsible for patent prosecution.

(b) System permits fields for identifying the Army command that is the custodian of the case, the attorney responsible for the case, and employer of each inventor. For example, invention disclosure may name as inventors Army employees, other Government employees, contractor personnel, students, and others.

(c) Automated Office Actions. Permits setting of notifications and alerts for critical dates as well as automated e-mail reminders.

(d) Reports. Permits generation of comprehensive narrative and graphical reports and dashboards. System provides for creation of templates for documents to be automatically generated from record information. Mass-mailing letter forms capability is also provided. Results from searches can be stored for later use. System provides for a query builder. Users should be able to generate integrated docket reports that include actions due from all modules.

(e) E-mail Communication. System permits storage of e-mail addresses for auto and user generated e-mail messages. System also permits “e-mailing in” data for inclusion in records and also attachment of specified e-mails into record. E-mail messages can be generated from rule-based, automatic alerts and manually configured data triggers and sent to specified individuals or addresses.

(f) Automated Docketing. System provides automated docketing based on country laws and provides real time updates of these laws including United States Patent and Trademark Office (USPTO) rules, Madrid Protocol and other international laws. New distinct numbers are generated sequentially for the upload of invention disclosures. The related patent, parent and children patent applications, and trademark records shall correspond with the docket number assigned. Permits automation of alerts for critical dates, information requests, impending actions, follow-up and other events.

(g) Date Rules. System provides automated calculation of dates for standard actions and deadlines, and reminders specific to country law. System provides for calculation of deadlines based on filing, prosecution, and grant dates for each patent, jurisdiction, and type of filing. The system shall be pre-programmed with required deadlines for all major countries. System also provides for creation of automated deadlines and reminders.

(h) Document Uploads. Permits users to upload documents such as office actions, assignments, agreements, e-mails, written correspondence, etc. for others to view within the database.

(i) Docket Reports. Permits attorneys and support staff to generate integrated docket reports that include actions due from all modules. The system provides for generation of automated email reminders with new actions and sends them to responsible attorneys and support staff. The system also generates and sends emails to inventors, supervisors and other designated personnel.

(j) Permission Controls. Permits administrators to customize permission settings. For example, settings can be configured to designate read-only user types or limit access to records by laboratory or organization.

(k) Workflow Configuration. System permits workflow configuration for internal processes for handling invention disclosures, patent prosecution and agreements. System provides for the creation of notes or memorandums associated with records.

(l) Inventor Awards. System permits tracking and event processing of inventor awards.

(m) USPTO Connection. System integrates with USPTO databases (PAIR) either directly or through the use of a PAIR approved third party application/system/software to electronically retrieve and download USPTO correspondence/documents. Due to Army IT security constraints, USAMRMC IT personnel may be involved in establishing a process for acceptance of the download. Direct download of USPTO data into the database system is not permitted. USPTO data will need to be downloaded into a temporary location so USAMRMC IT can review and then transmit into the database system.

(n) Agreement Linking. Permits linking of agreements with associated patents or trademarks. For example, users are able to see the associated patents or trademarks from a license, and see the associated licenses from a patent or trademark.

3.3.3. Financial Management and Maintenance of Patents and Applications

(a) System provides for customizable and automatic reminders and scheduling of invoices, payments due, and renewal fees. System provides capability for calculation of royalty distributions, patent cost reimbursement and for forecasting of spending.

(b) Notices and Reminders. System provides for docketing notices and reminders to appear directly in the patent or trademark records.

(c) Payment Input. System permits instructions for payments and confirmation of payments are sent through automated emails.

(d) Reports and Searching. System permits searching for payment reminders, confirmation of payments, and due dates and inclusion in reports.

(e) Exportable Financial Data. Payments and other report information shall have the capability to be exported to Microsoft Excel file types.

(f) Data Integrity. System provides for validation of information, including application number, jurisdiction, annuity year, due date, renewal fee, and amounts paid.

(g) System is capable of accepting electronic invoices from law firms and other vendors using the LEDES98B legal industry standard. System provides for a bill routing process with review, approval or rejection actions.

3.3.4. Agreements, Marketing and Customer Relationship Management

(a) System permits administrative tracking of multiple agreement types, including but not limited to licenses, CRADAs, Memorandum of Understanding (MOUs), Memorandum of Agreement (MOAs), Inter-Institutional Agreements (IIAs), and Non-Disclosure Agreements (NDAs). System provides for field additions and customizations.

(b) System provides capability for event planning, setting up invitation lists, and sending group e-mails to announce new technologies, events, and partnership opportunities, for example. System also provides for storage and retrieval of publicity and promotional documents for specified technologies. Note that this will be incorporated into the contract as an option CLIN available to be exercised during the contract period of performance.

(c) System permits electronic submission of agreement requests and agreements workflow for review and approval. System provides for tracking and managing interactions with collaborators, companies and persons and relates this information to corresponding IP.

(d) System permits mapping of technologies with IP assets, products and related agreements.

(e) System permits management of payments, terms, reimbursed expenses, invoices, and payments received regarding patents, licenses and other agreements.

(f) System permits automated royalty distribution reports and notification for license revenues.

(g) System permits generation of graphical reports and reports on any combination of fields in the database. System provides for automated reports to be e-mailed on a daily, weekly, or monthly basis.

(h) System shall be capable of configurable workflow for user regarding display of assigned tasks approaching deadline, tasks to be completed, or other steps and approvals required. Workflow tracks tasks between users.

(i) License Drafting. System permits drafting of patent licenses directly within the document management features and includes version control.

(j) Data provisioning for third party data reporting integration. System capable of providing automatic periodic data dumps in delimited or SQL formats. System must be capable of receiving data from third party annuity payment services, for example.

(k) System shall be capable of automatic periodic data importation from multiple subordinate laboratory database systems, for example, Microsoft Excel or Access systems.

4. Task Descriptions:

Task 1: Obtain Certificate of Networthiness Task 2: Install and Test System Task 3: Data Audit and Upload Legacy Data Task 4: Customer Support and Training Task 5: Implementation of Optional Modules

4.1. Base Period (1st year)

4.1.1. Task 1: Obtain Certificate of Networthiness (CoN)

(a) Vendor shall attend and participate in a kick off meeting to be scheduled after award of the resultant contract. The meeting will be held on-site at the Government’s location; however, a telecon VTC meeting may be considered by the COR. The Project Manager shall meet with the Government to present an overview of the draft/preliminary approach included in the technical proposal for obtaining an approved CoN. During this meeting, the Government will coordinate with the Project Manager to establish schedules and procedures necessary to conduct the tasks outlined herein with specific focus on the Risk Management Framework. The primary outcome of this meeting is to come to an agreement on the schedule and performance baselines in order to finalize the written plan outlining tasks and steps necessary for the process of obtaining a CoN as required by USAMRMC IT pursuant to applicable governmental regulations and processes (Deliverable #3). Submission of this finalized written plan is due to the COR no later than 30 days after kick off meeting.

(b) Vendor shall work collaboratively with USAMRMC OJSA and IT to perform all tasks necessary to achieve a CoN for the docketing and patent database. The Vendor must have a CoN before installation and implementation of the system can begin. If, after reasonable attempts over a reasonable time period, a CoN cannot be obtained for the system, this contract will be terminated. A reasonable time period is deemed to be three (3) months, but no more than four (4) months after date of award, excluding government delay. Routine delay on the part of the vendor will count toward the time period but delays in the nature of force majeure will not count toward the time period.

(c) Vendor shall promptly comply with all reasonable requests for information in support of the CoN process. Absent extraordinary circumstances, prompt shall mean no greater than seven (7) business days.

(d) Vendor shall remediate any network security vulnerabilities discovered during the CoN process. The Vendor shall provide status reports to the Contracting Officer’s Representative (COR) every two (2) weeks on the progress of the remediation of network security vulnerabilities until issues are resolved (Deliverable #4). See Exhibit D which provides a template for the preparation of this bi-weekly report which incorporates the additional reporting requirements listed under 4.1.2. and 4.1.3. Submission of this one combined bi-weekly reports will satisfy the requirement listed here as well as Sections 4.1.2. and 4.1.3. below.

(e) Beyond the base period, the Contractor shall work collaboratively with OSJA and USAMRMC Information Technology staff for the duration of the contract to ensure the maintenance of a current CoN. In addition to obtaining the initial CoN, subsequent steps must be taken to renew the CoN every three (3) years. The burden of initiating this process with USAMRMC IT in a timely manner is on the Vendor to ensure that there is no gap in operability of the system.

(f) Vendor shall not access/manage the local server or their software application either directly (onsite) or remotely without the appropriate network access, security and data use agreements as expressly stipulated in the contract. In addition, the Vendor shall execute Non-Disclosure/Non-Use Agreements to protect USAMRMC/Army data.

4.1.2. Task 2: Install and Test System

(a) Vendor shall submit a final implementation plan outlining tasks and steps necessary to install, implement and test the software and system (Deliverable #5). The final implementation plan shall be provided within 30 days of contract award with written updates, as appropriate, based on the initial plan submitted with the proposal. Vendor shall work collaboratively with USAMRMC OJSA and IT to install, implement and test the software in accordance with its proposal and the needs of the Government. Vendor shall provide on-going maintenance and support for all software components over the life of the contract (base period and exercised option years).

(b) The Contractor shall provide written reports on progress and accomplishments of the final implementation plan (Deliverable #4). These reports shall be submitted every two (2) weeks until the task is accomplished. Exhibit D provides a template for the preparation of these bi-weekly reports.

(c) Installation tasks shall be as stated in Vendor’s proposal and shall include, but will not be limited to, configuring, implementing and testing user accounts and permissions, activating and synchronizing system components, testing of data through upload and retrieval, and otherwise implementing the system as typically commercially configured.

(d) The installation process shall also include implementation of any exercised optional modules and tasks to effect the operation of those modules.

(e) Vendor shall also effect any database field configurations and creation of customized standard reports required by USAMRMC OSJA in consultation with Vendor.

(f) Vendor shall not access/manage the local server or their software application either directly (onsite) or remotely without the appropriate network access, security and data use agreements as expressly stipulated in the contract.

4.1.3. Task 3: Data Audit and Upload Legacy Data

(a) Vendor shall submit a proposal outlining tasks and steps necessary to verify operation of system and data integrity as well as migrating USAMRMC OSJA legacy data into the system (Deliverable #6). Tasks pertaining to the process of verifying system data shall be stated in this proposal which will also include tasks and steps required by USAMRMC OSJA to implement an on-going data quality assurance process. This proposal shall be finalized and submitted to the COR no later than 30 days after kick off meeting.

(b) Vendor shall identify tasks pertaining to the process of migrating legacy data into the operational docketing and patent database system. Vendor shall provide a plan for reviewing and evaluating USARMRMC OSJA existing legacy electronic data for identification and correction of data errors or mobility issues and migrating the corrected data into the new system. This process will include merging any duplicate data. Vendor shall perform any necessary customization of fields required to receive uploaded data.

(c) Vendor shall also provide a transition out plan for migrating data stored in the docketing and patent database system into another, competing system, upon expiration or termination of this contract. Vendor shall specify the data format, necessary software or hardware, and steps for accomplishing the transfer of data into a new COTS system of USAMRMC OSJA’s choosing, based on competition requirements. Data will be in a format generally and currently acceptable in the industry at time of termination or expiration of the contract, whichever situation applies. This plan shall be incorporated into Deliverable #6 and shall cover 60 days of outgoing transition for migrating data and transitioning support from this contract to a follow-on contract or Government entity.

(d) Data migration requires either an on-site transfer at the USAMRMC OSJA or that the work be done in an environment meeting the security requirements imposed by the USAMRMC IT division. Vendor personnel involved in data transfer shall obtain access to the installation, submit a System Authorization Access Request (SAAR) and obtain a Common Access Card (CAC) before they can access USAMRMC OSJA data. The USAMRMC OSJA data shall always be contained in a system meeting the applicable Army IT security requirements. See section 1.6. of this PWS for additional details regarding security requirements.

(e) The Contractor shall provide written progress report of migration of data and quality control issues pertaining to the data audit and transfer of legacy data. These reports shall be submitted every two (2) weeks until task accomplished (Deliverable #4). As stated above, Exhibit D provides a template for the preparation of these combined bi-weekly reports.

4.1.4. Task 4: Training and Customer Support

4.1.4.1. Training

(a) Vendor shall provide on-site user training on the use of the docketing and patent database system for both users and administrators. Vendor shall provide a Training Plan at proposal submission that demonstrates how this task shall be accomplished. Training will comprise at least two training sessions for users, one basic session and one advanced session. Training may include up to 20 trainees. Training will also be conducted for System Administrators (about 5-10 personnel).

(b) The contractor shall provide a finalized training plan outlining updates to how the training sessions will be conducted along with details regarding the schedule and audience as well as identification of training materials. The Contractor shall provide this within 30 days of contract award, unless otherwise specified by the COR (Deliverable #7).

(c) Training shall include the following both basic and advanced level training sessions for basic users and system administrators. The table below summarizes the anticipated start dates for each training session unless later dates are coordinated and approved by the Contracting Officer’s Representative.

User Training

System Administrator Training

(d) Additional training requirements include:

i. Training sessions shall be face-to-face at Fort Detrick at either the OSJA or IT facilities.

ii. The Contractor shall conduct basic user training prior to basic administrator training.

iii. The Contractor shall conduct all trainings using web based on-system training, utilizing OSJA data. (No sample data sets).

iv. The Contractor shall provide hard copy binders of training materials, tailored to the venue and audience, as well as electronic media, for all trainees at each session. The Contractor shall provide all training materials in advance of each training, no later than 3 days prior to training or as otherwise coordinated with the COR (Deliverable #8).

v. Training materials shall include a module on “training the trainer” to enable administrators to train future users.

4.1.4.2. Customer Support: The vendor shall provide customer support services to include online helpdesk for tracking suggestions, problems, and/or questions. Additionally, phone and email support shall be available for System Administrators during normal business hours.

4.1.5. Task 5: Implementation of Optional Modules

The USAMRMC OSJA IP Division and ORTA/MTT may have a need for additional customized modules, if not included in a base system, to include marketing tools and processes (see 3.3.4.(b) within this PWS) which is currently included in Section II. of the combined synopsis/solicitation as CLIN 0010. As the Government may not exercise this option within the initial 12-month base period, this marketing module has also been incorporated into each subsequent option period to allow maximum flexibility (see CLINs 1003, 2003, 3003, and 4003). The Government expects to exercise only one of these optional CLINs based on the Government’s need and availability of funding. Additionally the Government reserves the right to seek additional modules to be added to the database system via contact modification during the contract period of performance.

4.2. Option Period 1:

Training and customer support shall be provided during Option Period 1, in accordance with the provisions of this PWS. Training will be conducted as a refresher for OSJA IP Division and ORTA/MTT personnel and shall be available based on the same requirements (estimated number of attendees and topic areas) as listed within the table above (under 4.1.4.1.(c)). The Government will specify the detailed training requirements at the time this Option Period is exercised.

Obtain Certificate of Networthiness (CoN). Vendor will begin procedures to renew CoN in sufficient time to prevent a gap in operation of the system due to lapse of the CoN.

4.3. Option Period 2:

Training and customer support in accordance with the provisions of this PWS. Training will be conducted as a refresher for OSJA IP Division and ORTA/MTT personnel and shall be available based on the same requirements (estimated number of attendees and topic areas) as listed within the table above (under 4.1.4.1.(c)). The Government will specify the detailed training requirements at the time this Option Period is exercised.

4.4. Option Period 3:

Training and customer support in accordance with the provisions of this PWS. Training will be conducted as a refresher for OSJA IP Division and ORTA/MTT personnel and shall be available based on the same requirements (estimated number of attendees and topic areas) as listed within the table above (under 4.1.4.1.(c)). The Government will specify the detailed training requirements at the time this Option Period is exercised.

Obtain Certificate of Networthiness (CoN). Vendor will begin procedures to renew CoN in sufficient time to prevent a gap in operation of the system due to lapse of the CoN.

4.5. Option Period 4:

Training and customer support in accordance with the provisions of this PWS. Training will be conducted as a refresher for OSJA IP Division and ORTA/MTT personnel and shall be available based on the same requirements (estimated number of attendees and topic areas) as listed within the table above (under 4.1.4.1.(c)). The Government will specify the detailed training requirements at the time this Option Period is exercised.

5. Deliverables:

5.1. All deliverables shall be submitted to the Contracting Officer’s Representative (COR) listed below and others, as indicated.

COR: To be added at the time of Award Address:

Email:

Telephone:

5.2. All deliverables shall be provided electronically, unless otherwise indicated. Electronic copies shall be delivered using Microsoft Office suite of tools (for example, MS Word, MS Excel, MS PowerPoint, MS Project, or MS Access format) and/or PDF Format, unless otherwise specified by the COR. Electronic submission shall be made via email, unless otherwise agreed to by the COR.

5.3. Vendor shall provide materials electronically unless hardcopies are required. In the event hardcopies are required, vendor shall make use of commercial best practices in the packing and shipment of any packages (such as training materials) unless otherwise stated in this PWS.

5.4. Government Acceptance Period: The COR will have ten (10) workdays to review draft deliverables and make comments. The Contractor shall have five (5) workdays to make corrections. Upon receipt of the final deliverables, the COR will have five (5) workdays for final review prior to acceptance or providing documented reasons for non-acceptance. Should the Government fail to complete the review within the review period the deliverable will become acceptable by default, unless prior to the expiration of the ten (10) work days the Government notifies the Contractor in writing to the contrary. The final submission should be deemed approved if the Government has not rejected it in 30 days.

The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor shall have five (5) workdays to correct the rejected deliverable and return it per delivery instructions.

USAMRMC IT Personnel & COR unless otherwise notified at the time of award

COR

6. Contracting Manpower Reporting (CMR):

Accounting for Contract Services: The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site…