FDA Technology Transfer Program Knowledge Management System

Solicitation Number: FDA-SOL-14-1135796 Notice Type: Combined Synopsis/Solicitation Synopsis: Added: August 22, 2014 Wellsprings Sophia Knowledge Management System (BRAND NAME OR EQUAL) This is a combined synopsis/solicitation for commercial products prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This synopsis is to notify contractors that the government intends to issue a purchase order in accordance with FAR Part 13 for the following, under simplified acquisition procedures. The request for quotation number is FDA-SOL-14-1135796. Provisions and clauses in effect through Federal Acquisition Circular 05-65 are incorporated into this request. It is the contractor's responsibility to be familiar with the applicable clauses and provisions. The provisions and clauses may be accessed in full text at www.acquisition.gov/far. The NAICS code is 541511, Custom Computer Programming Services and the SBA size standard for this NAICS code is $25.0 million. Background and Requirement Description The purpose of this requirement is to procure commercially available off-the-shelf (COTS) web-based with FDA-wide access at customizable permission levels (brand name or equal) for the FDA Office of the Commissioner (OC). The vendor shall install and integrate the System to serve FDA's need for a web-based system to better store, organize, and manage FDA's technology transfer and intellectual property data and documents. The system will accommodate for all of FDAT2's technology transfer activities. The records and documents related to these activating include, transactional agreements, patent correspondence, license and royalty monitoring, and special consulting projects. The System shall take in data from NIH's centralized Office of Technology Transfer on a daily or weekly basis and compare that with the FDAT2's information stored in the System. The System must also be able to check with the USPTO (U.S. Patent and Trademark Office) and European Patent Office websites to obtain information from those databases on patents maintained for FDA. The System shall allow users across FDA to use a web-based portal to access standard forms (for e.g. material transfer and invention reporting forms), to track tasks, information and agreements, and to generate reports for various end uses. The System shall generate standard correspondence and forms using data from the database. Scope of Work The FDA requires Wellspring Sophia Knowledge Management System (brand name or equal) with the following requirements and salient characteristics: Salient Characteristics Software Wellspring Sophia Knowledge Management System has been identified as a viable solution (Brand name or equivalent is being sought). The System is web-based; the software is on a server at FDA White Oak Data Center. The System includes components and modules enumerated below. Requirements for the Base Knowledge Management Software for Technology Transfer and Intellectual Property - Invention Disclosure Tracking o Store, edit, and review information on invention disclosures, including inventors, key dates, abstracts, descriptions, notes o Tracking system for patent expenses o Online invention disclosure for researchers with customizable review and approval levels for either direct entry by researchers into database or requiring approval - Intellectual Property Management o Tracking of multiple patents and trademarks o Automated population of critical filing and annuity due dates o Automated email reminders to ensure compliance with maintenance fees, office actions, patent filing requirements o Tracking of attorney information and associated patent expenses - Agreements o Store data on agreements with external organizations o Associate agreements with an invention or have standalone agreements o Includes complete management of payment terms, payment reminder notices, and payments received in association with specific agreements o Define and track non-financial obligations associated with an agreement - Document Forms Tool o Functionality for users to create templates for documents to be automatically generated and printed by extracting information from records in the system (inventions, patents, and agreements) o Letter forms can be used as a mass-mailing tool by generating unique letters for each person in a group - Reporting Tools o Search and data retrieval systems for invention, patents, agreements, notes, documents, people, organizations, receivable, payments, and other records contained within the System o Graphical visualization for reporting on inventions, patents, and agreements o Results from either searches performed and reports created can be stored as an Excel spreadsheet for later use and exported o Query tools that are dynamic, based on graphical querying of the database - Basic Workflow Process and Notes o Configure workflow for invention, patent prosecution, and agreement to define internal processes and track progress o Create notes on records to store specific comments or exceptions - File storage o Upload and store electronic files associated with primary records o Create different document types and file folders to organize attached files Evaluation Factors The following factors shall be used to evaluate quotes: 1. Technical FDA will evaluate offers received in response to this RFQ using the best value methodology. FDA will issue the order to the offeror whose proposed solution meets or exceeds all FDA technical requirements and offers the best value to the government. 2. Total Price The government intends to evaluate offers and award a contract without discussions. The offeror's initial offer should contain the offeror's best terms from a price standpoint. However, the government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The government may reject any or all offers if such action is in the best interest of the government; accept other than the lowest offer; and waive informalities and minor irregularities in offers received. Quote Instructions to Offerors Offerors are required to submit their quotes in two separate volumes, be limited to 10 pages, and submitted as follows Volume I - Technical Quote: This volume shall contain the technical approach. The offeror should provide a narrative that fully explains the methodology and how the requirements will be rendered to the FDA. The offerors shall submit information which demonstrates that the technical solution proposed meets or exceeds the requirements in the salient characteristics and other requirements contained throughout this solicitation. If the offeror cannot provide any particular salient characteristic and/or any other requirement described throughout this solicitation, this should be fully disclosed. The offeror is encouraged, but not required, to provide screen shots of the software product, for the purpose of demonstrating capabilities and ease of use. FDA reserves the right to consult any applicable government past performance system (CPAR, PPIRS, etc.) to ascertain past performance on government contracts. Volume II - Price Quote: This volume shall include the complete pricing for each of the contract line item. The offeror shall also submit pricing for any additional costs to satisfy all of the FDA requirements described throughout the solicitation. The contractor is requested to hold price quotations open until 09/30/2014. Quotations are due by 3:00 pm Eastern Time on Wednesday, September 3, 2014. Any questions must be addressed to Brandi Saddler, Brandi.Saddler@fda.hhs.gov no later than 1:00pm Eastern Time on Wednesday, August 27, 2014.