Performance Work Statement for Services to Develop an Electronic Database System Request for Quote (RFQ) A GENERAL INFORMATION The Consortium for Ocean Leadership (COL) manages a national academic competition for high schools on topics related to the study of the oceans -- the National Ocean Sciences Bowl (NOSB ). The NOSB is a nationally recognized and highly acclaimed high school academic competition that provides a forum for talented students to test their knowledge of the marine sciences including biology, chemistry, physics, and geology. The NOSB mission is to enrich science teaching and learning across the United States through a high-profile national competition that increases high school students' knowledge of the oceans and enhances public understanding and stewardship of the oceans. To prepare for regional and national competitions, the NOSB staff relies on a database of marine science questions and answers which increases in size every year with the addition of new questions. This database consists of approximately 5,000 questions and answers. NOSB staff use the questions and answers contained in the database to develop a final set of questions referred to as a competition containing 512 questions and answers. One competition consists of 16 rounds and each round consists of 32 questions and answers. However, the current database system is cumbersome to use and has limited processing capability. Therefore, much of the work required to develop usable sets of questions and answers is done manually. As a result, the NOSB is seeking a developer to create a turn-key, user friendly, web-based database system that can be used by NOSB staff to build completed sets of questions and answers for use in regional and national student academic competitions. Once developed, the database must be able to be maintained by Ocean Leadership (OL) staff and reside in-house on OL s server. The software system shall store and provide easy retrieval of questions and answers needed to support NOSB activities. A.1 IMPORTANT NOTES AND RESTRICTIONS This solicitation does not commit OCEAN LEADERSHIP to pay any costs incurred in the preparation or submission of the Offeror s quote. It also does not commit Ocean Leadership to contract for the services. A.2 ISSUING OFFICE/QUOTE DUE DATE OCEAN LEADERSHIP is the only point of contact for this procurement. Any questions related to this procurement should be emailed to jhubler@oceanleaderhsip.org by Noon EST November 5, 2010. Email a signed offer in PDF format by 4PM EST on December 10, 2010 to jhubler@oceanleaderhsip.org and mail 1 signed original and 2 copies which can be received after the closing date to the following address: Jeanine Hubler, CFCM Director of Contracts and Grants The Consortium for OCEAN LEADERSHIP 1201 New York Ave, NW, Suite 400 Washington, DC 20005 1
B - SUPPLIES OR SERVICES AND PRICES/COSTS B.1 SCOPE OF AWARD The Offeror shall provide all necessary labor and materials to support the activities delineated in Section C (Attachment 1).Performance shall be in accordance with all terms, conditions and specifications as stipulated herein. B.2 TYPE OF AWARD OCEAN LEADERSHIP anticipates the award of a Fixed Price contract. The firm fixed price of this award is not to exceed thirty thousand ($30,000). Under no circumstances will the Offeror be paid any amount in excess of these amounts without a formal contract modification signed by both parties. C- DESCRIPTION/SPECIFICATION/WORK STATEMENT (SEE ATTACHMENT 1) D - DELIVERIES OR PERFORMANCE D.1 PERIOD of PERFORMANCE The estimated Period of Performance (POP) for the tasks outlined in Section C (Attachment 1) shall be from on/about January 14, 2011 through July 6, 2011. D.2 SCOPE AND DELIVERABLES The Offeror shall develop a turn-key, user friendly, web-based database system that can be used by NOSB staff to build completed sets of questions and answers for use in regional and national student academic competitions in accordance with the attached Statement of Work (Attachment 1). 2
Milestones Milestone Description of Services Deliverables Due Dates Develop a Project Plan that outlines the overall system design, software development schedule, testing and deployment plan. Final Project Plan containing the following elements: - System Design Plan - Software Development Timetable - System Testing Plan; and - Software Deployment Plan February 4, 2011 2 Conduct analysis of existing question database to determine what elements of the existing database should be included in the new database to be developed under this contract 3 Develop a web-based user interface (screen formats) and appropriate tabs for Question Creators, Question Reviewers and Question Administrators 4 Conduct system testing and deliver testing results 5 Develop a fully tested and approved software database package for the new database system 6 Develop a complete documentation package, i.e., source programs, test data, systems and programming documentation as well as Final report describing results of question database analysis Final Screen formats (User Interface) Final report describing the results of system testing Final Software Database Package Approved by COTR February 11, 2011 March 31, 2011 April 15, 2011 May 13, 2011 Final Documentation Package June 10, 2011 operation s and user s manuals 7 Develop and administer training to NOSB staff Training June 20-21, 2011 D.3 PAYMENT The Client shall pay the Offeror within thirty (30) calendar days after receipt of a proper invoice and acceptance of deliverables and in accordance with the following schedule: Type Amount Due Date 1. Upon delivery of approved Project Plan $4,286 February 4, 2011 2. Upon delivery of approved Database Analysis $4,286 February 11, 2011 3. Upon delivery of approved User Interface $4,286 March 31, 2011 4. Upon delivery of approved System Testing Report $4,286 April 15, 2011 5. Upon delivery of approved Database Software Package $4,286 May 13, 2011 6. Upon delivery of approved Documentation Package $4,286 June 10, 2011 7. Upon delivery of approved Training $4,284 June 20-21, 2011 $30,000 E FLOW-DOWN CLAUSES 3
E.1 Clauses Incorporated by Reference FAR 52-202-01 Definitions 52-212-4 Contract Terms and Conditions Commercial Items 52-213-4 Terms and Conditions Simplified Acquisitions (Other than Commercial Items) F REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF OFFERORS (SEE ATTACHMENT 2) G INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS This section contains important information about the preparation of quotes for this procurement. The Offeror is expected to examine this solicitation thoroughly and furnish all required information.. QUOTE PREPARATION INSTRUCTIONS 1. PAYMENT OF QUOTE COSTS This solicitation does not commit OCEAN LEADERSHIP to pay any costs incurred in the preparation or submission of the Offeror's quote or in making necessary studies or designs for the preparation thereof. It does not commit OCEAN LEADERSHIP to contract for the services. 2. QUOTE PREPARATION INSTRUCTIONS The following instructions are provided to assist the Offeror in understanding the information needed to make an objective selection of the awardee for this proposed procurement. Since this information constitutes the major basis for formal judgment, it will be advantageous to the Offeror to present a quote in a clear, concise manner and in terms understandable to those who may be unfamiliar with the Offeror's intentions and reasoning process. GENERAL INFORMATION Quotes must include the full name and address of Offeror s firm and the name, mailing address, and telephone number of the person OCEAN LEADERSHIP should contact regarding the quote. Quotes must confirm that the Offeror will comply with all provisions in this RFQ. Quotes must be signed by a company officer empowered to bind the company. An Offeror s failure to include these items may cause the quote to be determined to be non-responsive and the quote may be rejected. The quote shall be submitted in two (2) separate volumes: Volume I TECHNICAL & MANAGEMENT APPROACH Volume II COST AND PAST PERFORMANCE 4
The Offeror shall email to jhubler@oceanleadership.org a signed PDF quote by 4:00 PM EST on December10, 2010 and mail 1 signed original and 2 copies in hard copy. The hard copies may be received after the quote due date. If there are any discrepancies between the quote hardcopies and the e-mailed quote, the hardcopy will govern. Non-PDF electronic submissions must be compatible with Microsoft Office. Each quote volume with its copies is to be packaged together and separated from the other volume. They should be clearly marked to identify contents. Cost or pricing data shall NOT be included in Volume I. Hard copy quote text shall be printed on 8-1/2 x 11 paper in 10 point font and all pages shall be three-hole punched and inserted in ring binders only. Volumes I and II are each limited to 10 single-sided pages exclusive of charts, exhibits, and/or spreadsheets. Each volume shall be written on a stand-alone basis. Cross-referencing within a quote volume is permitted where its use would conserve space without impairing clarity. Information required for each volume, which is not found in its designated volume, will be viewed as omitted from the quote and will affect the evaluation results. H Evaluation Factors The following is a summary of evaluation factors which will be used in the evaluation of Offeror s quotes: 1. Experience and Qualifications of Proposed Personnel 20% 2. Cost/Past Performance (20% Cost / 10% Past Performance) 30% 3. Adequacy of Proposed Platform/Language for Development 20% 4. Quality and Completeness of Proposal 30% OCEAN LEADERSHIP reserves the right to issue an award without discussion but may enter into discussions on the technical and/or cost volume if it is in OCEAN Leadership s best interest to do so. I LIST OF ATTACHMENTS Attachment 1: C Description/Specification/Work Statement Attachment 2: F Representations, Certifications, and Other Statements of Offerors 5