iMedris Annual Maintenance and Support and Development Upgrades of the NCI's Electronic Protocol Submission and Institutional Review Board Operations

Title: iMedris Annual Maintenance and Support and Development Upgrades of the NCI's Electronic Protocol Submission and Institutional Review Board Operations

Document Type: Special Notice

Solicitation Number: 75N91019Q00029

Posted Date: 03/07/2019
Response Date: 03/18/2019

Classification Code: D319 - IT & Telecommunications - Annual software maintenance service plan
NAICS Code: 541512 -Computer Systems Design Services
Business Size: 27.5 Million

Contracting Office Address:

Department of Health and Human Services, National Institutes of Health, National Cancer Institute, Office of Acquisitions, 9609 Medical Center Drive, Room 1E128, Bethesda, MD 20892, UNITED STATES.

Description:

National Cancer Institute (NCI), Center for Cancer Research (CCR)/Office of the Director plans to procure on a sole source basis the services for iMedris annual maintenance and support and development upgrades, as described below, from iMedRIS Data Corporation; 446 Missouri Court; Redlands, CA 92373.

The response close date of this notice for this requirement is in accordance with FAR 5.203(a)(1). This acquisition will be processed under FAR Part 12 - Acquisition for Commercial Items and will be made pursuant to the authority in FAR 13.106-1(b)(1) using simplified acquisition procedures for commercial acquisitions and is exempt from the requirements of FAR Part 6. The North American Industry Classification System code is 541512 and the business size standard is $27.5M.

This will be awarded as a severable firm fixed price type contract. The award will be in the aggregate.

The period of performance will be twelve (12) months from effective date in the award, and four (4) Option Years.

It has been determined there are no opportunities to acquire green products or services for this procurement.

BACKGROUND

The proper approval, review, and monitoring of animal research studies is essential to ensure both safety and the quality of research. In 2005, the NCI purchased the Commercial Off-The Shelf (COTS) product, Integrated Research Information System (iRIS) in order to customize and implement an electronic system for the submission and review of protocols at the NCI's Center for Cancer Research (CCR). The system has been implemented through the protocol submission process. In 2018, NCI, CCR clinical protocols moved from the NCI-iRIS instance to the NIH-wide IRB instance. The NCI will continue to use the NCI-iRIS instance for CCR's Institutional Animal Care and Use Committee (IACUC) protocols.

IACUC and Study Assistant Modules: These modules allow for the full functioning of the IACUC at the NCI to include protocol submissions, protocol modifications, pre-ACUC review, ACUC review, protocol renewals and protocol management including reporting functions.

OBJECTIVE

The project objective is to maintain the continuity with IACUC electronic protocol submission, review and approval modules at the Center for Cancer Research (CCR) in iRIS.

SCOPE

IACUC and Study Assistant Modules: These modules allow for the full functioning of the IACUC at the NCI to include protocol submissions, protocol modifications, pre-ACUC review, ACUC review, protocol renewals and protocol management including reporting functions.

The project must include and maintain the following specific goals.

• Streamline all work processes for protocol development, submission, review, approval, and post-approval management.
• Create and implement an electronic workflow for protocol submission and review that supports the activities of all protocols generated by Principal Investigators and other members of the animal research teams at the NCI, CCR.
• Implement a flexible, regulatory compliant and comprehensive electronic protocol submission and review system that is user-friendly and customer-focused.
• Support the daily operational activities of the NCI, CCR IACUC Office.
• Support activities to reduce the time from review to approval from weeks to days.
• Provide comprehensive administrative reporting that supports regulatory compliance and quality operations management.
• Allow upgrades and flexibility within the system for reports and for allowing changes to the submission forms, thus alleviating duplicative work

CONTRACT REQUIREMENTS/ AND PERSONNEL QUALIFICATIONS
Products required:

A. IACUC Assistant and Study Assistant annual license for unlimited use
B. Annual maintenance and support for all existing modules
Services to be Purchased:
System Support: The Contractor shall provide IACUC Assistant and Study Assistant annual maintenance and systems support for twelve (12) months increments, including:
A. Provide system updates as they occur. These updates are provided at no charge to the NCI/CCR.
B. Provide software system maintenance for the modules purchased by the NCI/CCR.
C. Provide software support and helpdesk availability, to include telephone access to technical support, from 8AM to 5 PM Eastern Time, excluding Federal holidays.
D. Contractor shall be available for a one (1) hour bi-weekly teleconference with the NCI Technical Point of Contact, and applicable NIH staff for consultation on outstanding issues with the system.
E. Respond to tickets placed within the iMedris system within one (1) business day of receipt.
F. Contractor shall be available during the contract Period of Performance to provide recommendations and guidance for:
i. Database architecture
ii. Database function
iii. Report development
G. Migrate the NCI iRIS instance from Oracle to SQL.

TYPE OF ORDER

This is a severable Firm Fixed-Price Purchase Order.

PERIOD OF PERFORMANCE

The period of performance shall be for a 12-month Base Year and will also include four (4) option years that shall be effective annually from time of base award.

Base: March 31, 2019 - March 30, 2020
Option 1: March 31, 2020 - March 30, 2021
Option 2: March 31, 2021 - March 30, 2022
Option 3: March 31, 2022 - March 30, 2023
Option 4: March 31, 2023 - March 30, 2024

PLACE OF PERFORMANCE

Center for Cancer Research,
NCI, NIH
Building 31,
31 Center Drive,
Bethesda, MD 20892

REPORT(S)/DELIVERABLES AND DELIVERY SCHEDULE

DELIVERABLE DELIVERABLE DESCRIPTION / FORMAT REQUIREMENTS DUE DATE

Task #1:IACUC Assistant and Study Assistant annual license for unlimited use; Annual maintenance and support for all existing modules

Due Date: Effective immediatetly after award execution

Task#2: Custom Development for database conversion from Oracle to SQL Effective immediately after award execution

Due Date: March 2020

PAYMENT

Payment shall be made quarterly in arrears after delivery, acceptance, and approval of invoices. Payment authorization requires submission and approval of invoices to the NCI Technical Point of Contact, COR and NIH OFM, in accordance with the attached payment provisions listed below:

The following clause is applicable to all Purchase Orders, Task or Delivery Orders, and Blanket Purchase Agreement (BPA) Calls: PROMPT PAYMENT (JUL 2013) FAR 52.232-25. Highlights of this clause and NIH implementation requirements follow:

I INVOICE REQUIREMENTS

A. An invoice is the Contractor's bill or written request for payment under the contract for supplies delivered or services performed. A proper invoice is an "Original" which must include the items listed in subdivisions 1 through 12, below, in addition to the requirements of FAR 32.9. If the invoice does not comply with these requirements, the Contractor will be notified of the defect within 7 days after the date the designated billing office received the invoice with a statement of the reasons why it is not a proper invoice. (See exceptions under II., below.) Untimely notification will be taken into account in the computation of any interest penalty owed the Contractor.

1. Vendor/Contractor: Name, Address, Point of Contact for the invoice (Name, title, telephone number, e-mail and mailing address of point of contact).
2. Remit-to address (Name and complete mailing address to send payment).
3. Remittance name must match exactly with name on original order/contract. If the Remittance name differs from the Legal Business Name, then both names must appear on the invoice.
4. Invoice date.
5. Unique invoice #s for all invoices per vendor regardless of site.
6. NBS document number formats must be included for awards created in the NBS: Contract Number; Purchase Order Number; Task or Delivery Order Number and Source Award Number (e.g., Indefinite Delivery Contract number; General Services Administration number); or, BPA Call Number and BPA Parent Award Number.
7. Data Universal Numbering System (DUNS) or DUNS + 4 as registered in the Central Contractor Registration (CCR).
8. Federal Taxpayer Identification Number (TIN). In those exceptional cases where a contractor does not have a DUNS number or TIN, a Vendor Identification Number (VIN) must be referenced on the invoice. The VIN is the number that appears after the contractor's name on the face page of the award document.
9. Identify that payment is to be made using a three-way match.
10. Description of supplies/services that match the description on the award, by line billed.*
11. Freight or delivery charge must be billed as shown on the award. If it is included in the item price do not bill it separately. If identified in the award as a separate line item, it must be billed separately.
12. Quantity, Unit of Measure, Unit Price, Extended Price of supplies delivered or services performed, as applicable, and that match the line items specified in the award.*

* NOTE: If your invoice must differ from the line items on the award, please contact the Contracting Officer before submitting the invoice. A modification to the order or contract may be needed before the invoice can be submitted and paid.

B. Shipping costs will be reimbursed only if authorized by the Contract/Purchase Order. If authorized, shipping costs must be itemized. Where shipping costs exceed $100, the invoice must be supported by a bill of lading or a paid carrier's receipt.

C. Mail an original and 1 copy of the itemized invoice to:

National Institutes of Health
Office of Financial Management, Commercial Accounts
2115 East Jefferson Street, Room 4B-432, MSC 8500
Bethesda, MD 20892-8500

For inquiries regarding payment call: (301) 496-6088

In order to facilitate the prompt payment of invoices, it is recommended that the vendor submit a photocopy of the invoice to the "Consignee" designated for the acquisition in blocks 6A - 6E of the face page of the Order/Award document.

II. INVOICE PAYMENT

A. Except as indicated in paragraph B., below, the due date for making invoice payments by the designated payment office shall be the later of the following two events:

1. The 30th day after the designated billing office has received a proper invoice.
2. The 30th day after Government acceptance of supplies delivered or services
performed.

B. The due date for making invoice payments shall be in accordance with the Prompt Payment Act, as amended.

III. INTEREST PENALTIES

A. An interest penalty shall be paid automatically, if payment is not made by the due date and the conditions listed below are met, if applicable.
1. A proper invoice was received by the designated billing office.
2. A receiving report or other Government documentation authorizing payment was
processed and there was no disagreement over quantity, quality, or contractor
compliance with a term or condition.
3. In the case of a final invoice for any balance of funds due the contractor for supplies
delivered or services performed, the amount was not subject to further settlement
actions between the Government and the Contractor.

B. Determination of interest and penalties due will be made in accordance with the provisions of the Prompt Payment Act, as amended, the Contract Disputes Act, and regulations issued by the Office of Management and Budget.

IV. PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS
SUBCONTRACTORS, FAR 52.232-40 (DEC 2013)

a) Upon receipt of accelerated payments from the Government, the Contractor shall make accelerated payments to its small business subcontractors under this contract, to the maximum extent practicable and prior to when such payment is otherwise required under the applicable contract or subcontract, after receipt of a proper invoice and all other required documentation from the small business subcontractor.
b) The acceleration of payments under this clause does not provide any new rights under the prompt Payment Act.
Include the substance of this clause, include this paragraph c, in all subcontracts with small business concerns, including subcontracts with small business concerns for the acquisition of commercial items.

This notice is not a request for competitive quotation. However, if any interested party, especially small businesses, believes it can meet the above requirement, it may submit a capability statement, proposal, or quotation, which shall be considered by the agency. The statement of capabilities and any other information furnished must be in writing and must contain material in sufficient detail to allow the NCI to determine if the party can perform the requirement. Responses must be received in the contracting office by 3:00PM EDT, on March 18, 2019. All responses and questions must be in writing and faxed (240) 276-5433 or emailed to William Neal, Contracting Officer via electronic mail at william.neal@nih.gov. A determination by the Government not to compete this proposed requirement based upon responses to this notice is solely within the discretion of the Government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. No collect calls will be accepted. In order to receive an award, Contractors must be registered and have valid, current Entity Record, including current Representations and Certifications, in the System for Award Management (SAM) through SAM.gov. Reference: 75N91019Q00029 on all correspondence.

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