Database Software to Support NIST Radioactive Materials Safety Programs

***THIS IS A COMBINED SOURCES SOUGHT NOTICE AND NOTICE OF INTENT TO SOLE SOURCE***

The National Institute of Standards and Technology (NIST) is seeking information from sources that may be capable of providing database software to support NIST Radioactive Materials Safety Programs. If no alternate sources are identified, the Government intends to issue a Sole Source Award to On Site Systems Inc. 8780 Big Bend Blvd, Ste D, Saint Louis, MO 63119, Unique Entity ID (UEI) STLMHDJNX5C7, under the authority of FAR 12.102(a). The North American Industry Classification System (NAICS) code for this acquisition is 513210. 

The National Institute of Standards and Technology (NIST) Radiation Safety Division (RSD) currently relies on an obsolete Microsoft Access-based database to manage staff dosimetry records and radiation worker training status. To ensure operational continuity, regulatory compliance, and data integrity, RSD requires a modernized software solution to replace this legacy system. Furthermore, this new software must be fully integrated with RSIMS, a newer in-house database that currently manages all other aspects of NIST’s radiation safety program.

The purpose of this acquisition is to provide the Environmental Health & Safety Assistant (EHSA) platform, specifically the Radiation Safety Assistant module. This web-based platform will serve as the primary tool to manage dosimetry records and training for radiation workers at NIST. The acquisition of the Environmental Health & Safety Assistant (EHSA) Radiation Safety Assistant module must be procured on a sole-source basis from On Site Systems, Inc., the sole developer and proprietary owner of the platform. Procuring this specific software module from this vendor is the only viable path forward for the Government due to mandatory system integration requirements. The new dosimetry and training software must be fully integrated with RSIMS, a newer in-house database that currently manages all other aspects of NIST's radiation safety program. On Site Systems possesses the exclusive proprietary rights and underlying database architecture (MySQL) knowledge required to successfully configure the EHSA module to speak directly to the RSIMS database without corrupting existing data streams.

Functional Requirements:

From an IT and Health Physics perspective, the solution must meet strict data handling, integration, and security requirements:

• The software must include modules for training and dosimetry.
• The contractor shall perform a one-time data conversion to migrate existing dosimetry and training records from the Government's legacy Access database into the new system.
• The system must utilize an enhanced security privilege system that allows for host-based verification.
• To ensure data protection, all password traffic must be encrypted when connecting to the server.
• The contractor shall implement an Authentication Integration (Single Sign-On) system to allow users to securely access the system using their existing credentials.
• The NIST ADFS instance can provide both Kerberos based SSO and PIV card authentication for NIST staff.
• NIST will host the EHSA program on NIST managed servers; no external AWS hosting by the contractor is required for this deployment.

HOW TO RESPOND TO THIS NOTICE

Interested parties that believe they could satisfy the requirements listed above for NIST may clearly and unambiguously identify their capability to do so in writing on or before the response date for this notice. This notice of intent is not a solicitation.  Any questions regarding this notice must be submitted in writing via email to Robert Singman at robert.singman@nist.gov.  All responses to this notice of intent must be submitted so that they are received at robert.singman@nist.gov no later than July 24, 2025 at 11:00 AM Eastern Time.

In responding to this notice, please DO NOT PROVIDE PROPRIETARY INFORMATION.

Please include only the following information, readable in either Microsoft Word 365, Microsoft Excel 365, or .pdf format, in the response.  Submit the response by email to the Primary Point of Contact and, if specified, to the Secondary Point of Contact listed at the bottom of this notice as soon as possible, and preferably before the closing date and time of this notice.

• Provide the complete name of your company, address, name of contact for follow-up questions, their email, their phone number and, if your company has an active registration in https://sam.gov, your company’s Unique Entity ID (UEI).

• Details about what your company is capable of providing that meets or exceeds NIST’s minimum requirements.

• Whether your company is an authorized reseller of the product or service being cited and evidence of such authorization.

• Identify any aspects of the description of the requirements in the BACKGROUND section above that could be viewed as unduly restrictive or create unnecessary barriers that adversely affect your firm’s ability to fully participate in a procurement for such services and explain why.  Please offer suggestions for how the requirements could be organized or structured to encourage the participation of small businesses.

• For the NAICS code

• Indicate whether your company is (a) a small business or (b) other than small business.  See the Table of Small Business Size Standards and the associated .pdf download file for small business size standards and additional information.
• If you believe the NAICS code listed in this notice is not the best NAICS code for the type of product addressed in this notice, identify an alternative NAICS code that you believe would be more appropriate for the planned procurement. 

• If your firm has existing Federal Supply Schedule contract(s) or other contracts for products or services against which the Department may be able to place orders, identify the contract number(s) and other relevant information.

• Describe your firm’s experience (as a prime, subcontractor, or consultant) providing the products or services described in Background section.

IMPORTANT NOTES

A determination by the Government whether to compete the proposed acquisition 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.

NIST is not responsible for any costs incurred by the respondents to this notice.

NIST reserves the right to use information provided by respondents for any purpose deemed necessary and appropriate.

Thank you for taking the time to submit a response to this request!