LabWare Laboratory Information Management System (LMS) Version 7.0 Software Professional Support Services

LabWare Laboratory Information Management System (LMS) Version 7.0 Software Professional Support Services Pre-Solicitation Notice of Intent to Sole Source HHS-NIH-NIDA-SSSA-NOI-17-714 INTRODUCTION This is a combined synopsis/pre-solicitation for commercial items prepared in accordance with the format in Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This acquisition is being conducted in accordance with the procedures of FAR Part 13--Simplified Acquisition Procedures and FAR Part 12--Acquisition of Commercial Items. The solicitation number is HHS-NIH-NIDA-SSSA-NOI-17-714 and the solicitation is issued as a PRE-SOLICITATION, NOTICE OF INTENT, to award a contract on a noncompetitive basis to Labware, Inc located at 3 Mill Road Suite 102 Wilmington, DE 19806-2146. REGULATORY & STATUTORY AUTHORITY This acquisition is conducted under the authority of the Federal Acquisition Regulation (FAR) Part 13--Simplified Acquisition Procedures, Subpart 13.106-1, only one responsible source and no other supplies or services will satisfy agency requirements, and FAR Part 12--Acquisition of Commercial Items and is NOT expected to exceed the simplified acquisition threshold. Contracts awarded using FAR Part 13--Simplified Acquisition Procedures are exempt from the requirements of FAR Part 6--Competition Requirements. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-95, dated January 19, 2017. NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) CODE The associated NAICS code for this requirement is 541690 with size standard of $15 Million Dollars. CONTRACTING WITHOUT PROVIDING FOR FULL OR OPEN COMPETITION (INCLUDING BRAND-NAME) DETERMINATION The non-competitive determination is based upon the market research conducted as prescribed in FAR Part 10--Market Research, which indicates that only Labware, Inc is capable of providing the necessary support services. Specifically, Labware, Inc `is the original equipment manufacturer (OEM) of the instruments requiring service and the instruments are proprietary to this company. As such, only Labware, Inc is authorized to provide service and parts for this equipment. Use of any other contractor would place equipment integrity in jeopardy which would then risk continuity of science; should the equipment not remain fully operational to original equipment manufacturer standards, standardization of longitudinal research study data would be jeopardized and any loss of this data would be to the serious detriment of the National Institute on Aging (NIA) mission. Accordingly, only Labware, Inc is capable of providing the required support services. This synopsis is not a request for competitive proposals. However, interested parties may identify their interest and capability to respond to this notice. A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. The information received will normally be considered solely for the purposes of determining whether to proceed on a non-competitive basis or to conduct a competitive procurement. DESCRIPTION OF REQUIREMENT Background The NIA Core Laboratory - CCU & Biorepository (Freezer Farm) has been working with an inventory database that was created by a previous employee for many years. The work and the items in the database need to be updated to be able to fit the current and growing needs of the inventory of incoming samples, pulls and entries. To name a few, the areas that need immediate attention are: (1) reporting, (2) sample find capabilities, (3) pull requests resulting, (4) barcode printing and (5) the merging of the Excel formatted DNA/RNA database. The limitations of the current database will only stunt the possibilities and positive outcomes that can be seen in sample pulls. It would be beneficial to have an updated database alongside with the ongoing reinventory project. Purpose and Objectives Independently and not as an agent of the Government, the Contractor shall furnish all the necessary services, qualified personnel, material, equipment, and facilities, not otherwise provided by the Government as needed to perform the stated requirements below. LabWare will provide the following tasks items in Phase II: - Ability to constrain samples to locations by Sample Type/ Project - Ability to Parse Data from Instruments - Ability to generate labels - Ability to generate Result Package to External Location - Ability to Review by Authorized User - Ability to Search for and maintain Samples. - Ability to Split Samples - Import Sample information from Harbor Prod into sample login - Receive Patient Sample in Harbor Hospital Lab - Ability to Import Results - Ability to Report Analytical Result - Import Sample information from Existing Core Lab database of Samples - Import Storage Location information from Existing Core Lab database - Visual Workflow dedicated to Harbor Hospital Lab - Ability to generate Study History Report - Need Reports for Study Inventory - Search and dump data (standard) - Modify Store Objects Dialog to reject based on Sample Type and Study Id, Requires 2 Fields on Container added, one for study, one for sample type - Parsing scripts for QIAexpert, NanoDrop analyzers for DNA/RNA testing - Create Labels for Glucose sample, and sample to ship to Core Lab - Result package contains Form for Panel of Tests (all external) + Glucose Result + Glucose Aliquot + Hard Copy Documents, Labeled for delivery - Reviewing restricted to Authorized User - Biobank Template Search Folder - use as example - Aliquot: 2 mL for Glucose Test Group, remainder to large vial sent to Core - Data transfer file, direct interface not required in first phase - External to Biobank but in Labware, Using Biobank Shipment Receipt functionality - Parsing script for Glucose Testing Machine - Crystal Report for Sample and Results - Create Import Template to bring sample data back into LW and populate the proper storage locations - Build Storage Location templates; Create Stored Query to export Storage Locations into Excel; Excel populated with location master data - Sample Receipt, Testing, Ship to External Locations, Reports - Would need to expand Sample History (Movement) report to run on multiple samples - Assume that SLM_SAMPLES_IN_LOC_HIST is fixed and used - Standard search workflows will need adjustment (Stored Qry Mngr; Data Explorer; Search Templates, folders, etc.). LEVEL OF EFFORT: LabWare Certified Consultant is the labor category. The total number of labor hours estimated is for additional work between 43 and 73 days. GOVERNMENT RESPONSIBILITIES Contractor will need a government computer to access the LabWare system. All of the work will be done on-site. The contractor is not able to work offsite if they have remote access to the system. DELIVERY OR DELIVERABLES The daily rate quoted for Implementation Services is fixed. However, any quoted number of days is an estimate only. Our estimates are based on information supplied to LabWare by the customer and on the assumption that the customer will actively participate in the implementation. The customer will be responsible for managing the project, including scope, schedule, and budget. The customer is expected to participate in all implementation activities, such as testing and entry of static data. LabWare will invoice the customer for the actual amount of time required to complete the work, which may be higher or lower than the estimate. We recommend that the customer adjust the scope and their level of participation as needed throughout the project in order to achieve the desired completion date at the budgeted cost. REPORTING REQUIREMENTS The contractor will provide monthly status reports with projects status, consulting days used and remaining, accomplishments, work in progress, upcoming work, and risks/issues. One copy will be sent via email to the Project Officer and IT liaison. Non-Personal Service Statement: In accordance with FAR 37.104, this requirement is for non-personal services and does not include any inherently governmental functions; functions that are closely associated with inherently governmental functions; unauthorized personal services; critical and/or core functions. Period of Performance 30 days ARO Place of Performance: Bethesda, MD Contract Type A Firm Fixed Price Purchase Order is contemplated. The order shall be sourced via the Open Market on a single-source basis and is not expected to exceed $150,000. RESPONSE INSTRUCTIONS Responses to this solicitation must include sufficient information to establish the interested parties' bona-fide capabilities of providing the product or service. Offerors must provide both 1) a technical response and 2) a separate price quote. The price quote shall include: unit price, list price, shipping and handling costs, delivery days after contract award, delivery terms, prompt payment discount terms, F.O.B. Point (Destination or Origin), product or catalog number(s); product description; and any other information or factors that may be considered in the award decision. Such factors may include: past performance; special features required for effective program performance; trade-in considerations; probable life of the item selected as compared with that of a comparable item; warranty considerations; and maintenance availability. PLEASE ENSURE THAT ALL EVALUATION CRITERIA ARE SPECIFICALLY ADDRESSED IN ANY RESPONSE(S) SUBMITTED. EVALUATION CRITERIA FAR clause 52.212-2, Evaluation - Commercial Items (October 2014) applies to this acquisition and the specific evaluation criteria to be included in paragraph (a) of that provision are as follows: The Government will award a contract resulting from this requirement on the basis of best value, technical factors and price considered. Technical factors together shall be considered more important than price and all technical evaluation factors are detailed below. Factor 1: Technical Approach The contractor shall detail in its technical proposal how it shall meet each of the project requirements. Factor 2: Delivery The contractor shall detail in its technical proposal how it shall meet the delivery requirements. Factor 3: Past Performance The Contractor shall provide a list of one (1) purchase orders completed during the past five (5) years, similar in size and scope to the equipment requirements outlined in the Statement of Work requirements section. Experience must be specific to provision of support services and shall include the following information for each contract or purchase order listed: a. Name of Contracting Organization b. Total Contract Value c. Description of Requirement d. Contract Period of Performance Past Performance shall be evaluated for relevance to the current requirement. Technical proposals will be evaluated using a summary adjectival rating in accordance with the following scale: Pass The proposal demonstrates a sound approach which is expected to meet all requirements and objectives. This sound approach includes advantageous characteristics of substance, and few relatively minor disadvantages, which collectively can be expected to result in satisfactory performance. The risk of unsuccessful performance is low as the proposal contains solutions which are considered feasible and practical. These solutions are further considered to reflect low risk in that they are clear and precise, supported, and demonstrate an understanding of the requirements. Risk Level: Low Fail The proposal demonstrates an approach which, based on a very high risk, will very likely not be capable of meeting all requirements and objectives. This approach has several disadvantages of substance, and advantages which, if they exist, are outweighed by disadvantages. Collectively, the advantages and disadvantages are unlikely to result in satisfactory performance. The risk of unsuccessful performance is very high as the proposal contains solutions which are not feasible and practical. The solutions may also be considered to reflect very high risk in that they lack any clarity or precision. Risk Level: Very High APPLICABLE TERMS AND CONDITIONS INCORPORATED BY REFERENCE The FAR clauses and provisions below shall apply to this solicitation. 1. All Offerors MUST be actively registered in the System for Award Management (SAM) www.sam.gov. 2. The provision at FAR clause 52.212-1, Instructions to Offerors - Commercial Items (JAN 2017), applies to this acquisition. 3. A completed copy of the provision at FAR clause 52.212-3, Offeror Representations and Certifications - Commercial Items (JAN 2017), is required with any offer submitted. This requirement may be met by completion of the provision in the System for Award Management. 4. FAR Clause 52.212-4, Contract Terms and Conditions - Commercial Items (JAN 2017) is applicable to this acquisition. 5. FAR Clause 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (JAN 2017) apply to this acquisition. The following clauses shall be checked/included in this clause: 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Oct 2015) 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Oct 2015) (31 U.S.C. 6101 note). 52.217-5, Evaluation of Options (July 1990). 52.217-9 Option to Extend the Term of the Contract. (March 2000). 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (OCT 2014) (if the offeror elects to waive the preference, it shall so indicate in its offer) 52.219-28, Post Award Small Business Program Rerepresentation (Jul 2013) 52.222-3, Convict Labor (June 2003) 52.222-19, Child Labor-Cooperation with Authorities and Remedies (Feb 2016) 52.222-21, Prohibition of Segregated Facilities (Apr 2015). 52.222-26, Equal Opportunity (Sept 2016) 52.222-36, Equal Opportunity for Workers with Disabilities (Jul 2014) 52.222-50, Combating Trafficking in Persons (Mar 2015) 52.222-53, Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services-Requirements (May 2014) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) 52.225-13, Restrictions on Certain Foreign Purchases (June 2008) 52.232-33, Payment by Electronic Funds Transfer-System for Award Management (Jul 2013) 6. The Defense Priorities and Allocations System (DPAS) are not applicable to this requirement. In addition, the Dun & Bradstreet Number (DUNS), the Taxpayer Identification Number (TIN), and the certification of business size must be included in the response. CLOSING STATEMENT All responsible sources may submit a bid, proposal, or quotation which shall be considered by the agency. All responses must be received by the closing date of this announcement must reference solicitation number HHS-NIH-NIDA-SSSA-NOI-17-714. Responses shall be submitted electronically to jermaine.duncan@nih.gov. Fax responses will not be accepted. For information regarding this solicitation, contact Jermaine Duncan by email at jermaine.duncan@nih.gov or by phone at (301) 827-7515.