70 -- GENERAL PURPOSE TECHNOLOGY EQUIPMENT

Notice Date

July 12, 2001

Contracting Office

Department of Health and Human Services, National Institutes of Health, National Heart, Lung, and Blood Institute, Contracts Operations Branch 6701 Rockledge Dr RKL2/6100 MSC 7902, Bethesda, MD, 20892-7902

ZIP Code

20892-7902

Solicitation Number

NHLBI-PS-2001-030

Response Due

July 26, 2001

Point of Contact

Deborah Coulter, Purchasing Agent, Phone (301) 435-0366, Fax (301) 480-3345, Email dc143b@nih.gov -- Debra Hawkins, Chief, Procurement Section, Phone (301) 435-0366, Fax (301) 480-3345, Email dh41g@nih.gov

Description

The National Heart, Lung, and Blood Institute intends to negotiate on a sole source basis with Vizuall, Incorporated, 20377 NE 15th Court, Miami, Florida, 33179, for the purchase of ScheduAll Customized Software System: Consist of Facility Manager Series, 50 Simultaneous User-Client/Server, SQL Windows 95/98 NT Version, Scheduling Module for Rooms, Invoicing, Production Reports, Training and on-site consulting services. As an integral part of the National Institutes of Health (NIH), Office of the Director (OD), Office of Research Services (ORS), Medical Arts & Photography Branch (MAPB) mission to facilitate the visual communication through graphics, video and photography for the NIH community. The Event Management Section provides a one-stop service that includes selection, booking, and tracking of the NIH conference spaces, events planning on and off campus, logistical and audiovisual support, video/television production, and broadcasting. Annually, there are over 12,000 activities taking place in the onsite conference facilities and 1,500, activities in the Television Operation Center. The NIH Events Management has a requirement for a complete scheduling and management system in order to improve the operation of a television operation center and over forty (40) conference auditoria and conference rooms, which are supporting the NIH mission of communicating the endeavors of biomedical research. The purpose of this requirement is to replace the current SCHEDULER PLUS 2001 software with a complete scheduling and management system. The complete scheduling and management systems will have the following functionalities: 1. Scheduling Module. This module will be used for rooms, equipment and personnel and includes resource and activities scheduling, preferred resources search, conflict warnings, quick resource and session changes, flexible time displays, copies and ?what if? features, and custom pricing per client. 2. Invoicing/Accounts Receivable Module. This will include estimates and proposals, discounts and mark-ups, history of proposal revisions, comparison of quoted vs. booked, and links to scheduling module to book quoted items. 3. Production Reports Module. This will include profitability and usage reviews, graphical or numerical formats, and quick earnings projection. 4. Project Manger Module. This will entail linking multiple bookings, flat rate and package pricing, linking quotes to actual scheduled resources, tracking deposits and incremental billing, and interacts with Quotes Manager Module. 5. Quotes Manger Module. This will entail estimates and proposals, discounts and mark-ups, history of proposal revisions, comparison of quoted vs. booked, and linking to scheduling Module to book quoted items. 6. Library/Labeling Module with CCD Barcode Scanner. This will include quick record retrieval, query capabilities, user-definable fields, printing of user-definable labels and packing slips, and bar-code check out option. 7. Report Writer Developer Toolkit (preferably Crystal Report Professional). 8. eClient Web Server. In a separate quote, the vendor shall provide: Implementation/consulting onsite or at the vendor?s place for up to five NIH IT support and management staff not to exceed five (5) days and onsite user training not to exceed eight (8) days. The vendor shall provide an estimate for lodging and travel cost. Also as a separate line item, the vendor shall provide a quotation for a 12-month Maintenance Agreement to include technical support via phone during business hours (9:00 a.m.to 5:00 p.m.) and program updates. Software Support Requirements: System integration including the migration of data is critical to the operations of Events Services. The software will use open-ended server/database technology that allows the integration of Event Service?s operational and performance information into the National Institutes of Health Accounting Systems. The software will have the capability to import and export data from various systems will provide users with the ability to track client requests from the submission level all the way through to final billing. This feature will improve customer service and provide managers with the necessary information to perform trend analysis and make decisions based upon the New Business System Model. The application will use Microsoft SQL Server 7.0 as its Database Engine. This database is ODBC compliant and has a proven track record for its outstanding performance, reliability, Internet connectivity and ease of access to local technical and nationwide support services. The vendor will have help desk support via telephone and a WEB site for maintenance, upgrades, and trouble calls. This strategy will effectively improve the productivity of the Information Technology staff in supporting the software and result in a reduction in time lost due to system shutdowns. The software will meet Events Services Software Specifications via the following capability statements: Complete facility scheduling and management system, integrating all functions of reserving, scheduling, billing and reporting for facilities, equipment, people, and materials. Modular structure allows purchaser to choose only features presently needed. Allow for additional modules to be added at any time. Will have built-in ability to enter typical components and configurations, i.e. conference rooms, editing rooms, studios, cameras, VTR's, etc. Various resource "bundles" may be quickly reserved when booking any room. Additionally, resources may be reserved by manually checking off items from pick lists. Users can see availability / use of all resources prior to selecting them for session use. Will warn against booking conflicts for rooms and individual resources. The ability to create double booking can be given to, or withheld from, individual system users. Double bookings that are scheduled into the system are easily identified by conflict displays and reporting. Will allow "batch" changes to multiple sessions. Work orders sought for "batch" moves can be identified and grouped by date, client, job name, job number, project, room. Batch moves for confirmation status, resource additions/ deletions/ substitutions, pricing changes, and change of currently scheduled times. Will offer real time, fully net workable system, allowing access by multiple simultaneous operators. Multiple operators may access the same or different functions simultaneously. Will be Intuitive, user-friendly, easy-to-understand menu-driven, graphical interface, with extensive prompts and menus available at all stages. Scheduling screen will have several different levels of views, clearly showing clients, resources, rooms, times, and dates and how they are interrelated. User defined display options can quickly reset displays to customize time increments, number of days displayed, number of work areas displayed, and over 25 other display criteria. Customized displays can be indexed to individual user passwords, resetting displays to most effectively serve individual users. Will have Integrated modules automatically track of all charges connected to a project, from bid to final billing. Will have the ability to group work orders with same job number, purchase order number, or job name into one invoice. Ability to easily prepare and print cost estimates/bids for jobs/clients. Will interface with popular accounting applications. Also will include ability to analyze databases in various ways, e.g., equipment usage and maintenance, client profiles, invoices pending, accounts reconciled, etc. Production analysis can be output for time used or dollars generated. Will have printing feature for various reports and schedules: daily, weekly, monthly, per room, per client, per resource, etc. Will have user-controlled security system, allowing different levels of access to different network users. Will have ability to establish different levels of priority for clients, with the ability to index and deploy preferred equipment configurations per each client listed. System will have prompt for the personnel each client prefers to work with or avoid. Will have multi-level pricing structure that can index each billable resource, room and service to multiple rate cards. Each client can be assigned to draw rates from an appropriate rate card. Additionally, any client may be granted customized rates that override the rate card for any or all defined services or resources. Custom rates will automatically be brought into play for all work scheduled for the client. Custom rates indexed to each client will also be brought into play whenever a bid is being created in the quotes module. Will be able to perform search functions by Client, invoice, work order, job number, job name, date, work area, project name, etc. Will have ability to customize settings for length of day, length of average appointment, etc. Will allows for user-defined prompt questions to be asked by scheduler when booking. Will have on-line audit trail feature with ability to show (and print) records of all usage's of resources and system. Will provide a total of (13) thirteen days on-site training and consulting with option of using up to (5) five days for Government program staff to develop system?s custom features and implementation plan at the vendors location. Delivery Schedule: The Government required delivery schedule is two weeks or less upon issuance of purchase order. The Government will inspect and accept the software upon installation by the IT support staff. A ninety (90) day warranty will be required to insure that the software will perform according to the specifications. This acquisition is being conducted under simplified acquisition procedures, and is exempt from FAR Part 6. The Standard Industrial Classification (SIC) Code 5045, Size Standard is 100 employees are applicable to this requirement. This notice of intent is not a request for competitive proposals. Interested parties may identify their interest and capabilities in response to this requirement. The determination by the Government not to compete the proposed contract based upon responses to this notice is solely within the discretion of the Government. Information received will normally be considered solely for the purpose of determining whether to conduct future competitive procurement. Responses to this announcement, referencing synopsis number NHLBI-PS-2001-030 may be submitted to the National Heart, Lung, and Blood Institute, Contracts Operations Branch, Procurement Section, Building RKL2, Suite 6042, 6701 Rockledge Drive, Bethesda, MD 20892-7902, Attention Deborah Coulter, Purchasing Agent. All responsible sources may submit a quotation, which if timely received, shall be considered by the agency.=20

Web Link

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Record

Loren Data Corp. 20010716/70SOL001.HTM (D-193 SN50R6D8)