Active

Contract Opportunity

SOURCES SOUGHT NOTICE
Sources Sought: This is NOT a solicitation for a proposal, proposal abstract, or quote. The purpose of this notice is to obtain information regarding qualified business sources. The responses to the information requested will assist the Government in determining the appropriate acquisition method.
STATEMENT OF WORK (SOW)
TITLE: Technology Transfer Program (TTP) Database Knowledge Management Software (KMS) System
BACKGROUND: The Veterans Administration (VA) Office of Research and Development (ORD), Technology Transfer Program (TTP) has a requirement for continued access and use of the existing Wellspring Sophia Cloud-based, FedRAMP authorized Software as a Service (SaaS) solution, to retain current capabilities and add additional functionality through commercially available add-ons or enhanced feature modules. Sophia is a COTS system purpose-built to manage all aspects of collaboration, marketing, management, and reporting related to technology transfer and related business activities. VA TTP s instance of Sophia in the cloud has been heavily configured for specific VA workflows and business processes and is the only known FedRAMP-authorized technology transfer KMS on the market.
It is unclear if a continuation to the existing system is the only viable option, or whether there is a non-Sophia system that can meet the end user requirements below, and can absorb the current Sophia data, with the same data structure, workflows, online submissions, and other configurations. Interested contractors are encouraged to submit a compatibility statement and (approaches) that can do the following.
SCOPE Capabilities and End-States that must be met are:
Full migration of Sophia data already in place w/zero loss of data (only applicable to new vendor/product)
Minimal system down time during transition (only applicable to new vendor/product);
System is FedRAMP authorized and fully operational prior to contract award;
Capability to be used by 3,000 users;
Cloud server/storage/ host, the System shall serve as a Software as a Service (SaaS) in compliance with all applicable VA and Government regulations and policies hosted in a Cloud environment;
Full integration with the U.S. Patent Trademark Office /European Patent Office Integration. Receive notification of data from the USPTO and EPO on related patent prosecution matters;
Create various document forms related to TTP workflows to include, but not limited to invention evaluation, notification to stakeholders, invoices, and determination of rights;
Employ a business intelligence tool to automate TTP and relevant stakeholder processes and workflows;
User customizable design of workflows/tasks.
Customized fields, field views, and inputs to reflect TTP preference and workflows. System administrators have the capability to further customize without additional cost to TTP.
Individual users can define their personal view of each record type, including order of information displayed, ability to hide information, and ability to collapse a summary view of the information on screen.
Document forms are routed to various stakeholders dependent upon workflows for signature approval;
Track and calculate expenses and payments related to reimbursable funded agreements, contracts with vendors, patent prosecution, maintenance fees, and outside patent firm expenses (LEDES format); Receive emails from patent attorneys to a single designated email inbox, which are then accepted into an IP Notifications system;
Projects module(s) for work both inside and outside of traditional inventions, agreements, and intellectual property filings;
Web-based invention disclosure and agreement submissions tool.
Accepted submissions automatically create agreement records in the System;
Must enable fully customizable workflows and questions that can be set-up by customer. Questions must include hierarchy questions (e.g., if A, then show question 2; if B, then show question 3);
Continuous hosting and management of externally hosted TTP system.
License for VA users and affiliates (3,000);
Ongoing user support for VA users and affiliates;
One-time setup includes migration of data, field values, forms, reports, and workflows to externally hosted system;
Responsive national client support for all users (VA staff, affiliates, and contractors);
Client support and consultation for customization and workflows improvement, including full initial and subsequent training as needed.
Support for system configuration and setup;
Uploading of additional data or bulk-corrections as needed or required;
Support in the writing of specific SQL queries for specialized reports;
Provide annual virtual training for TTP personnel.
Provide training for TTP and non-TTP personnel through online video tutorials and live help support for the number of users;
Provide electronic copies of training materials upon request by any user;
Should the VA seek to migrate the externally hosted system to an internally hosted system in the future, migration of data to the internal hosting environment at the VA.
Specifically, the solution must provide TTP with the ability to facilitate the creation, retrieval, and organization of activities and documents and reports related to all business practices in the TTP. The System shall permit multiple users (up to 3,000 or more concurrent users) to create new records, track activities, retrieve, upload documents, and generate reports. This product scope must include management of processes related to invention disclosure; intellectual property; Cooperative Research and Development Agreements (CRADA s), licenses, and other agreements or contracts; financial transactions involving accounts payable and accounts receivable; special consulting projects; and marketing activities. The System will be hosted on a Federal Government approved host provider to allow access and use by all TTP s stakeholders.

TTP s stakeholders include the VA Office of General Counsel, external attorney firms, academic affiliate s technology transfer program representatives, each VA laboratory, and contracted marketing firms.

The System shall provide the functional capabilities listed below:

Online internet portal,
Ability for users to submit records for invention disclosures and related invention disclosure documents and upload attachments,
Ability to submit material transfers, confidentiality agreements, and CRADA requests, or other technology transfer related agreements using user customizable forms supporting one or multiple different request forms,
Ability to submit requests for document/agreement review by commercialization staff,
Ability to submit proposals for funding, new ventures, licensing, and other resources requests,
Ability to submit idea proposals for review and evaluation by DVA staff,
Supports online submissions from DVA employees, contractors, and funded external parties,
Must enable fully customizable workflows and questions that can be set up by customer. Questions must include hierarchy questions (e.g., if A, then show question 2; if B, then show question 3),
Forms submitted by users and accepted by TTP staff then auto generate projects,
forms, agreements, and inventions based on the type of submitted request,
Accepted submissions automatically create records in the System,
Ability for DVA to create multiple assessment and evaluation forms to be completed by internal and external users in reviewing ideas, proposals, and other online submissions,

The system shall serve as a SaaS in compliance with all applicable VA and Federal regulations and policies hosted in a FedRAMP cloud environment.
The Trusted Internet Connections (TIC) access point supports dedicated external connections to external partners (e.g., non TIC federal agencies, externally connected networks at business partners, state/local governments) with a documented mission requirement and approval. This includes, but not limited to, permanent VPN over external connections, including the Internet, and dedicated private line connections to other external networks. The following baseline capabilities are supported for external dedicated VPN and private line connections at the TIC Access Point:
The connection terminates in front of National Cybersecurity Protection System (NCPS) to allow traffic to/from the external connections to be inspected.
The connection terminates in front of the full suite of TIC capabilities to allow traffic to/from external connections to be inspected.
VPN connections use NIST FIPS 140 2 validated cryptography over shared public networks, including the Internet.
Connections terminated in front of NCPS may use split tunneling.
Track and calculate expenses and payments related to reimbursable funded agreements, contracts with vendors, patent prosecution, maintenance fees, and outside patent firm expenses (LEDES format).
Contract support services will include supporting TTP business workflows and storing, searching and retrieval of data related to TTP business activities. The following requirements are to be fulfilled upon request from TTP, over the performance period for the contract:
Customized fields, field views, and inputs to reflect TTP preference and workflows. System administrators have the capability to further customize without additional cost to TTP.
Individual users can define their personal view of each record type, including order of information displayed, ability to hide information, and ability to collapse a summary view of the information on screen.
Employ a business intelligence tool to automate TTP and relevant stakeholder processes and workflows.
The functionality for users to email to and from the System records.
Apply a formula/algorithm to calculate distributions for revenue payments, in accordance with the VA s royalty distribution procedure.
Merge new and old data through the upload of flat file data, upon request from TTP, at any time throughout the performance period of the contract. Data imports will be completed within three (3) weeks of request from TTP. Contractor will take initiative to obtain from TTP staff, any additional information required to properly complete the data import, such as correct mapping of fields to database objects, etc.
Regularly monitor and review the system for data duplicity and take remedial action as needed, upon approval from TTP program manager.
Create various document forms, workflows, online submissions, or other tools provided within the system related to TTP business including, but not limited to invention evaluation, license term sheets and agreements, invention management and cooperative agreements, notifications to stakeholders, invoices, marketing interactions and determinations of rights
Documents or online forms are routed to various stakeholders dependent upon workflows for authorized signature/review.
Provide customizable analytics reporting capability with dashboards that can be filtered down to an individual Licensing Officer or Technology Transfer Specialist portfolio, including inventions, intellectual property, agreements, projects, and other database objects/records.
Provide recurring integrations with select data from other ORD or VA information systems, as allowed within the FedRAMP authorization boundary. This may include data exports from the VA ORD Research and Financial Accounting Tool (RAFT), VA Integrated Research Review Service (VAIRRS a VA instance of IRBNet),
Provide ongoing consultation for increasing program efficiency through further configuration and workflow improvements.
An offeror which intends to replace the current solution with another system must duplicate all existing workflows, document forms, online submissions, and data structure of the existing TTP database/KMS solution, providing a one-for-one replacement of the existing system, which will be available for use with FedRAMP authorization on the day the contract is awarded.
The contractor will merge new and old data during any required migration, as needed, and provide migration support if TTP requests to move the data to any new environment.
Training
Contractor shall provide training for non-TTP personnel through online video tutorials and live help support for all KMS users
Contractor shall provide electronic copies of training materials upon request by any user.
Comprehensive training on all functions of the TTP KMS solution will be provided virtually, at least once per fiscal year, and in the case of a new/replacement system, a comprehensive training will be provided to all TTP staff on the new system, including detailed explanation of changes from the previous KMS solution.
Maintenance Support
Contractor shall provide virtual helpdesk and maintenance support for the system through online meeting platforms, phone, or email (at selection of the VA requestor), throughout the period of performance, and any option periods. The support shall cover continuous operations to support users throughout the US during regular business hours and include regular software updates based upon Contractor s published update schedule. Any System deficiencies shall be corrected by Contractor within 12 hours of notice.
SUMMARY:
This is a Sources Sought notice and not a request for quotes. This request is solely for the purpose of conducting market research to enhance VHA s understanding of the market s offered products, services, and capabilities. The Government will not pay any costs for responses submitted in response to this Sources Sought.
This Sources Sought notice provides an opportunity for respondents to submit their notice of ability, and their available products and services in response to the requirement. Vendors are being invited to submit information relative to their potential of fulfilling this requirement in the form of a capability response that addresses the specific requirement identified in this Sources Sought.
This Sources Sought is to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy.
RESPONSE COMMITMENT
I. Response:
A. Capability statement with general understanding of the industry and current knowledge and subcontract networks that would be used to support the requirement as identified herein. Information should suggest, NACIS Code, provide the socioeconomic status (SDVOSB, VOSB, WOSB, SB, or LB for your company and your subcontractors, if you are planning on supporting this service with subcontractors. Submittals furnished will not be returned to the sender. No debriefs will be conducted. Eligibility in participating in a future acquisition does not depend upon a response to this notice.
B. Proprietary information is neither requested nor desired. If such information is submitted, it must clearly be marked "proprietary" on every sheet containing such information, and the proprietary information must be segregated to the maximum extent practicable from other portions of the response (e.g., use an attachment or exhibit).
Submit responses email only to annmarie.stewart@va.gov
II. Timeline:
A. This request will close on stated date within the Government Point of Entry (GPE), which is 04/04/2024 at 3PM EST.
Notes:
1. This Sources Sought is for planning purposes only, and does not constitute a commitment, implied or otherwise, that a procurement action will follow. The Department of Veterans Affairs will use the information submitted in response to this notice at its discretion and will not provide comments to any submission; however, The Department of Veterans Affairs reserves the right to contact any respondent to this notice for the sole purpose of enhancing The Department of Veteran Affairs understanding of the notice submission.
2. The content of any responses to this notice may be reflected in any subsequent solicitation, except for content marked or designated as business confidential or proprietary which will be fully protected from release outside the government.
The Department of Veteran Affairs Contracting Office POC:
Ann Marie Stewart
Contracting Officer
annmarie.stewart@va.gov

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