MODIFICATION
Z -- Purchasing room reservation system with user licenses and support hours
- Notice Date
- 8/10/2017
- Notice Type
- Modification/Amendment
- NAICS
- 541519
— Other Computer Related Services
- Contracting Office
- Department of Health and Human Services, Program Support Center, Acquisition Management Services, 7700 Wisconsin Ave, Bethesda, Maryland, 20857, United States
- ZIP Code
- 20857
- Solicitation Number
- 17-233-SOL-00563
- Point of Contact
- Thien T Nguyen, Phone: 3014925053
- E-Mail Address
-
thien.nguyen@psc.hhs.gov
(thien.nguyen@psc.hhs.gov)
- Small Business Set-Aside
- N/A
- Description
- (i) This is a combined synopsis/solicitation for commercial service 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; Quotations are being requested and a written solicitation will not be issued. (ii) The Requisition number is: PSC198386 and is issued as a Request for Quote (RFQ). (iii) This solicitation document incorporates all mandatory commercial item provisions and clauses that are in effect through Federal Acquisition Circular (FAC) 2005-80. (iv) The North American Industrial Classification System (NAICS) code is 541519, and the small business size standard is 27.5 number of employees. Please identify your business size in your response based upon this standard. (v) The PROGRAM SUPPORT CENTER (PSC) is soliciting a room reservation system with user licenses and vendor support. This will be for a base period of 12 months with four year option terms. (vi) Description of Requirement: Program Support Center (PSC) has a need for a conference room scheduling program which includes 500 user licenses and vendor support. (vii) Period of Performance: The period of performance shall be from August 17, 2017 through August 16, 2018 (viii) The provision at FAR 52.212-1, Instructions to Offerors-Commercial Items (APR 2014) applies to this acquisition. (ix) The provision at FAR 52.212-2, Evaluation-Commercial Items (OCT 2014) applies to this acquisition. The Government will award a contract resulting from this synopsis/solicitation to the responsible offeror who provides the Lowest Price Technically Acceptable. (LPTA). Offerors must meet all evaluation criteria to be considered technically acceptable. The evaluation criteria are the minimum requirements described in (xii) as follows: SECTION 2 - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT 2.1 BACKGROUND In 2015, PSC procured AgilQuest to be the centralized conference room reservation system in Washington, Rockville, and Regional office buildings. AgilQuest records, tracks scheduled events, equipment use and permits business roles based reservations, as well as some billing information and space utilization reports. However, PSC requires additional functionality that the current system does not provide. Additionally, we would like to have one scheduling enterprise system for all interested OpDivs to utilize. 2.2 OBJECTIVES The objective of the Room Reservation System is to successfully deliver a comprehensive and easy-to-use web-based tool to manage requests for HHS conference rooms. The end-state objective of the Room Reservation System is to provide an enterprise wide, fully automated reservation system and service. 2.3 REQUIREMENTS The following sections present the requirements that the project's product, service or result must meet in order for the project objectives to be satisfied. Requirements marked with an "*" indicate potential future requirements if not currently available. Functional Requirements The functional requirements listed below are required in order to achieve the project's objectives to provide a tool for HHS employees to reserve space in any HHS facility at any time. • Shall be capable of overriding meeting such as bumping a meeting • Shall be capable to browse/request/reserve based on list, floor plans, or calendar views. Calendar views (daily, weekly, monthly) • Shall be capable to reserve, modify and cancel reservations. Modify all aspects of the reservation such as date/time/location/AV service and support and other reservation criteria. • Shall support input, update, or delete floorplans to allow flexibility of diff use of the file formats when customizing the interface • Shall allow change space types, room numbers, etc. • Shall support unlimited text for the comment box for the reservation request • Shall support configure and manage space by location - Directions to building, picture of outside of building, area amenities, etc. • Shall be capable to schedule the activation/deactivation of a space (e.g. the initial date that it will become available within the system). • Shall be capable to add, modify, activate, inactivate, delete users. • Shall be capable for all Administrators to view any other Administrator actions by default in real-time (for backup purposes). • Shall be capable to search and reserve space for full, partial, multiple days or months. • Shall be capable for designated staff to make reservations for others (delegation capabilities). • Shall be able to search and request service with features within the space (e.g. stationary AV equipment, IT equipment, etc.). • Shall be able to search and reserve portable equipment for use within the space (e.g. AV equipment, IT equipment, easels, etc.). • Able to add custom fields for IT services, AV services, room set up services, room types, reservation info, etc. • Shall be able to forward AV services and Room Setup requests for end user support to a designated email box. • Shall be able to reserve reconfigurable or multiple rooms at the same time. • Shall be able to inactivate and move rooms including all reservations to other locations or users. • Shall be able to manage waitlist and generate corresponding email notifications. • Integration - Shall be able to support both individual and batch configuration (e.g. for user account management). • APIs - Other solutions shall be able to access the data stored in the solution through APIs • Shall have the ability to import/export existing reservations by Administrators • Shall integrate with Outlook to receive confirmations, cancelations, and reminders. • Provide workflow to manage reservation approval process. • Shall be capable to configure workflow processes based on location/organization • Should support attachments in the reservation request • Should be capable to have pictures of space - conference rooms, workstations - within the system. • Should support PDF or Word attachments associated with the space. (Building emergency procedures) • Should be capable to add building information for each location • Should be capable to add custom text and attachments to email confirmations. • Should be capable to search for people or spaces (role based function) and/or request/reserve across locations • Option to have the ability to integrate with available AV (Digital Signage) - view schedule on room monitors* • Support digital signage for facilities (meeting schedules) - export daily schedule to a master monitor marquee* • Set up internal billing for reimbursable charges (track charges for items outside of the current services). * Non-Functional Requirements The non-functional requirements listed below are required in order to achieve the project's objectives to provide a tool for HHS employees to reserve space in any HHS facility at any time. Technical Environment: • The system shall have sufficient capability to support all HHS users (current capacity 500 - could grow to 10,000). • The system shall have sufficient capability to Support 20 % concurrent users. • The system shall have the ability to add more users and variables within a short period of time by Administrators. Systems: • The system must be hosted in federally approved hosted site and meet FedRAMP requirements. • Section 508 Compliant • The system shall be securable to prevent unauthorized access, allow access to authorized users and protect the data integrity. • Users shall be required to provide identification credentials based on HHS credential requirements. • The system shall provide different levels of access depending on user roles. • Designate usage privileges by location, group, individual user, resource, etc. Able to manage/modify user permissions (to include managing reservations on behalf of others). • Shall be able to set different business rules based on location or office. • The system shall be constructed with readily available components. • The system should have the capability to leverage Single Sign-on (SSO) via standards such as SAML 2.0 and two factor authentication. Functions: • System shall prohibit duplicate reservations. • The system shall be intuitive so that users can complete reservations with minimal training. • The system shall interfaces with commonly hot keys such as copy & paste • The system should be able to make reservations using a variety of technology devices, including Mobile Devices, Room Wizards, and Kiosks. • Future enhancements should not result in major architecture changes. Processes: • The system shall have the capability to increase performance under an increased workload. • Business rules and user base shall be reconfigurable as needed. • Increased performance requirements should not result in major architecture changes. Design Constraint Requirements The GovSpace design constraints consist of: • Shall be web based to support multiple dispersed geographical locations and time zones. • Shall migrate data from current system • Shall provide user authentication capabilities. • Shall provide audit logs to identify users, actions, dates and times. (Log reservations, modifications, cancellations, exception logging, for all users, Administrators (both system and application), etc. • Shall provide Disaster Recovery capabilities. • Stratified user permission levels to accommodate different user bases. • Restart the application internally. (Dependent of installation type - on premise or cloud)* • System customization capability (e.g. web page display). * Interface Requirements The GovSpace system "Look and Feel" should address the following: • Shall allow users to control their choices, change their decisions or cancel altogether (change, add, delete reservations). • Shall provide immediate and reversible actions, and feedback • Shall display descriptive messages and text - Corporate, Facilities, & Resource messages • Shall provide meaningful paths and exits, let the user know where they are in the process • Shall use terms that users can readily understood by collaborating with customer to customize language. (Inside application - HHS to provide to vendor list of terms for use of use) • Shall require minimal user memorization, system should be intuitively navigational. (Minimize requirements for user having to go through too many steps to perform an action they use all the time.) • Shall be able to capture end user preferences as to location and tailor each user interface. • If the system requires time to process a request, keep the user informed during the "wait" time - e.g. display an hourglass • The system shall be able to retrieve previous information so users don't have to remember and retype information again - e.g. user contact information. Able to capture end user preferences as to location and tailor each user interface. • Shall avoid presenting too much information on a single screen, keep the information relevant and easy to find • The system should minimize system guidance pop-up messages to avoid unnecessary interruptions in the system • When system enhancements are made, users should only have to learn a few new techniques that does not change previous system methodologies Messaging Requirements The following messaging requirements are required to ensure proper customer notifications: • Shall send auto generated e-mails of status for requests that require approval. Auto generated e-mail that request has been received • Shall be capable to send auto generated email reminders to requestor(s) and/or reservationist with the option to automatically cancel meeting if not confirmed • Shall provide reservation notifications through email. • Shall provide email reservation reminders at designated advance times. • Shall be capable to email all users of issues in real time in case of emergency (system outages) • Shall be able to send broadcast messages within the system to defined distribution lists. Performance Requirements The following performance expectation is required: The system shall be available 99% of the time for any 24-hour period. Shall be capable for system expansion in order to handle increased workload. Shall provide high availability, fail-over, real-time health monitoring, notifications when issues occur, and/or self-healing functionality. Should have no inactivity limitation - does not log user off after a certain time of inactivity Should have the ability to execute transactions for reservations, changes and cancellations within no more than 10 seconds. Reporting Requirements The reporting requirements shall include: • Capable of generating the following standard reports: - Utilization by Space by Organization - Underutilized space - Usage by person - Reservations by facility - Cancellation tracking - No show tracking - Track utilization by day of week Run report for history of meetings; OpDivs be able to run reports for what they can book • Able to allow the development of custom/ad hoc reports. Supportability Requirements GovSpace supportability requirements include: • Vendor support for COTS product during normal business hours. • Provide various support options based on different requirements such as advanced tech support (cost and duration). - Provide online help desk services for end user 24/7. - Provide telephone help desk services for Administrators during regular hours Monday through Friday from 8:00 A.M. to 5:00 P.M. Eastern Time (ET) excluding government holidays. - Provide telephone help desk services for Administrators 24/7. • Vendor deploys regular system updates as they become available to stay marketable, updates to correct identified deficiencies, and upgrades as negotiated by customer. • The customer shall be provided with system design documentation. User Documentation and Training Requirements User guides will be documented for all types of system users, including Standard Users, Power Users, and System Administrators. The user guides will include step-by-step instructions along with screen shots of the system to guide users through the common workflows and processes that will be used in the system. All User Guides as well as the "Usage Rules" for the shared space conference rooms that will be managed by the system will be accessible through a home "splash page" in the system so that users can access the required documentation from the application if needed. The vendor/system shall provide user training mechanism to aid in learning the system (e.g. tutorials, index help, videos, etc.), troubleshooting, and providing feedback. Security and Privacy Requirements The Contractor shall comply with any security requirements established by HHS to ensure proper and confidential handling of data and information. The Contractor shall refer to "HHS Cyber Security Program" which is HHS' Information Security Program Policy, dated June 2010. The Contractor shall become familiar with the HHS Information Security and Program Policies which may be found at http://www.hhs.gov/ocio/securityprivacy/index.html. "HHS Cyber Security Program" develops policies, procedures, and guidance to serve as a foundation for HHS' information security program. These documents implement relevant Federal laws, regulations, standards, and guidelines that provide a basis for the information security program at the Department. The Contractor must become familiar with "HHS Cyber security Program" guidelines as presented at https://www.hhs.gov/ocio/securityprivacy/pglandreports/polguidlegrep.html. Data obtained for this contract shall not be used to create databases or any other product not intended for use specifically in this project. All data containing personal identifiers shall be handled in accordance with the Privacy Act of 1974 (Public Law 93-579). No data is to be released to anyone without the specific approval of the COR and the Contracting Officer. PRICE/QUOTES BASE YEAR: Item Description Unit Price *Enhanced Room Reservation System Room Reservation Application Hosting Services and Support $ *Licenses and Support 500 User Licenses ea. $ *Vendor Support hours Consulting Services ea. $ * Optional Purchase of User Licenses User licenses-bundles of 25 (not to exceed 10,000) ea. $ (In accordance with requirements in section 2.3 above) Total Price $ OPTION YEAR ONE: Item Description Unit Price *Enhanced Room Reservation System Room Reservation Application Hosting Services and Support $ *Licenses and Support 500 User Licenses ea. $ *Vendor Support hours Consulting Services ea. $ * Optional Purchase of User Licenses User licenses-bundles of 25 (not to exceed 10,000) ea. $ (In accordance with requirements in section 2.3 above) Total Price $ OPTION YEAR TWO: Item Description Unit Price *Enhanced Room Reservation System Room Reservation Application Hosting Services and Support $ *Licenses and Support 500 User Licenses ea. $ *Vendor Support hours Consulting Services ea. $ * Optional Purchase of User Licenses User licenses-bundles of 25 (not to exceed 10,000) ea. $ (In accordance with requirements in section 2.3 above) Total Price $ OPTION YEAR THREE: Item Description Unit Price *Enhanced Room Reservation System Room Reservation Application Hosting Services and Support $ *Licenses and Support 500 User Licenses ea. $ *Vendor Support hours Consulting Services ea. $ * Optional Purchase of User Licenses User licenses-bundles of 25 (not to exceed 10,000) ea. $ (In accordance with requirements in section 2.3 above) Total Price $ OPTION YEAR FOUR: Item Description Unit Price *Enhanced Room Reservation System Room Reservation Application Hosting Services and Support $ *Licenses and Support 500 User Licenses ea. $ *Vendor Support hours Consulting Services ea. $ * Optional Purchase of User Licenses User licenses-bundles of 25 (not to exceed 10,000) ea. $ (In accordance with requirements in section 2.3 above) Total Price $ 2.4 TASKS The contractor shall provide a single point of contact for the management of this contract. The point of contact shall be responsible for ensuring that the services and deliverables required are provided in accordance with the contract. 2.4.1 Kickoff Meeting Within five (5) business days of the award of the contract, the contractor shall attend a kickoff meeting to be held at HRSA at 5600 Fishers Lane, Rockville, MD 20857. The meeting will include the COR, Project Manager and room reservation key team members. The contractor shall prepare a kickoff meeting agenda and provide and electronic copy of the agenda to the COR three (3) days prior to the kickoff meeting. The purpose of the meeting shall be to: • Introduce key personnel from the Contractor and the Government and identify their roles. • Ensure the contractor understands the expectations of key stakeholders regarding the scope of work and the effort described in this contract, including task requirements and objectives. • Discuss the transition plan and work related activities. • Review SOW requirements and expectations. • Define a roadmap to a successful project • Agree on all expectations for deliverable schedule The contractor shall provide brief, concise minutes from the kickoff meeting that include decisions and action items. The contractor shall provide the kickoff meeting minutes to the COR no later than two (2) business days after the kickoff meeting. 2.4.2 Project status briefings The contractor shall present a project status briefing to the COR and PM every week. Each project status briefing shall be approximately 30-60 minutes. During this briefing, the contractor shall discuss status of each task and deliverable. The contractor shall reveal any preliminary insight or recommendations, and seek feedback from the PM and stakeholders. The first briefing shall be in person at the 5600 Fishers Lane building. Subsequent briefings may occur virtually via conference call and web conference. Additional meetings or phone calls shall take place for any issues or concerns arise. The contractor shall provide brief, concise minutes summarizing each meeting that documents all decisions made and any action items that arose from the meeting. The contractor shall provide project status briefing minutes to the COR no later than two (2) business days after each meeting. 2.4.3 Project Management Plan The contractor shall assist PM and project team with providing a detailed project management plan with clear milestones to achieve required deliverables, and communication schedule/plan to implement all tasks. The project management plan and all other related materials are due ten (10) business days after contract start. The project management plan shall be aligned with the schedule of deliverables. 2.5 PERIOD OF PERFORMANCE The term of the Contract shall be for a base period of twelve (12) months with four (4) twelve (12) month option terms. The specific period of performance dates will be determined at the time of award. The implementation timeframe must be able to deploy within 6 months from effective date of contract (EDOC). The vendor shall provide the following services: • Room Reservation Application Hosting Services and Support • 500 User Licenses • Consulting Services The contractor shall make available the option to buy additional licenses and services necessary to expand the use of reservation system. The user licenses should be offered in bundles of 25 not to exceed 10,000 licenses. 2.6 SCHEDULE OF DELIVERABLES All deliverables shall be provided to the COR as defined in the SOW and shall be subject to the COR's review and approval. Item Description of Deliverable Deliverable Due Date 1 Kickoff Meeting Within 5 business days from EDOC 2 Project Status Briefings Weekly 3 Project Management Plan Within 10 business days from EDOC 4 Data Migration 30 days from EDOC 5 Pilot 60 days from EDOC 6 UAT 90 days from EDOC 7 Training 120 days from EDOC 8 Go live 150 days from EDOC (x) Offerors are to include a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items (MAR 2015), with its offer or acknowledge its listing in the System for Award Management (SAM) website. (xi) The clause at FAR 52.212-4, Contract Terms and Conditions - Commercial Items (MAY 2015), applies to this acquisition. The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (APR 2015), applies to this acquisition. The Contracting Officer has indicated the following clauses listed in paragraph (b) as applicable and are hereby incorporated by reference: (4) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (JUL 2013); (8) 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (AUG 2013); (22) 52.219-29, Post Award Small Business Program Representation (Jul 2013) (25) 52.222-3, Convict Labor (JUN 2003); (27) 52.222-21, Prohibition of Segregated Facilities (FEB 1999); (28) 52.222-26, Equal Opportunity (MAR 2007); (30) 52.222-36, Equal Opportunity for Workers with Disabilities; (39) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011); (43) 52.225-13, Restrictions on Certain Foreign Purchases (JUN 2008); and (49) 52.232-33, Payment by Electronic Funds Transfer - System for Award Management (JUL 2013). The Contracting Officer has indicated the following clauses listed in paragraph (c) as applicable and are hereby incorporated by reference: (1) 52.222-41, Service Contract Labor Standards (May 2014) (41 U.S.C. Chapter 67.); (2) 52.222-42, Statement of Equivalent Rates for Federal Hires (May 2014) (29 U.S.C 206 and 41 U.S.C. Chapter 67); (10) 52.222-55, Minimum Wages Under Executive Order 13658 (Dec 2014) (Executive Order 13658). (xii) Sole Source Justification - N/A (xiii) The clauses at FAR 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (DEC 2013); HHSAR 352.203-70, Anti-Lobbying (MAR 2012); and HHSAR 352.222-70, Contractor Cooperation in Equal Employment Opportunity Investigations (JAN 2010), apply to this acquisition. (xiv) DPAS - N/A (xv) Quotes are due on Friday, August 18, 2017 by 11:00 AM Eastern Time, electronically to the Contract Specialist at Thien.Nguyen@psc.hhs.gov. Late quotes will not be accepted. (xvi) Contact Thien Nguyen, Contract Specialist, at Thien.Nguyen@psc.hhs.gov regarding the solicitation. Any inquiries must be emailed to the Contract Specialist, with "PSC198386 - Inquiries" in the subject line, no later than 11:00 AM Eastern Time on August 1, 2017.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/HHS/PSC/DAM/17-233-SOL-00563/listing.html)
- Place of Performance
- Address: 7700 Wisconsin Avenue, Bethesda, Maryland, 20814, United States
- Zip Code: 20814
- Zip Code: 20814
- Record
- SN04623018-W 20170812/170810232238-297f50ef8cd32438be2cde5fbddb04f1 (fbodaily.com)
- Source
-
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