Control Room Digital Logbooks Sources Sought Notice:W912EF-16-R-SS29 The US Army Corps of Engineers, Walla Walla District is seeking business sources for procurement, fielding, and maintenance of software for control room digital logbooks for locks and dams within the Walla Walla District. The work is located at the locks and dams on the Columbia and Snake Rivers, in Washington and Idaho. The North American Industry Classification System (NAICS) code for this project is 334614, Software and other Prerecorded Compact Disc, Tape and Record Reproducing. The Federal Supply Code (FSC) is 7030 ADP Software. This sources-sought announcement is a tool to identify businesses with the capability to accomplish the work. This is not a solicitation. Only those firms who respond to this announcement by submitting the following information will be used in determining whether to set aside this requirement. This will be an Indefinite Delivery, Indefinite Quantity service contract. The Walla Walla District intends to field test the software at the Dworshak Dam Project, in Orofino, Idaho. If successful, the District will deploy the software to other projects in the District. Interested firms should provide the following: A) A list of current or past projects demonstrating technical experience and ability to provide software capable of fulfilling the requirements listed in the Summary Scope of Work below. Provide a listing of clients supported with similar software, the dollar value of the contract, timeframe, and other details pertinent to this requirement. Include a statement detailing any special qualifications and certifications, applicable to the scope of this project, held by your firm and/or in-house personnel. B) A reference list for each of the projects submitted in A) above. Include the name, title, phone number and email address for each reference. C) Documentation certifying the software operates in a current Microsoft Windows environment (Windows Server 2012 R2, Windows 7 for Workstations), along with the various software packages with which the software is compatible. D) Documentation certifying the software meets the requirements outlined below in the "Summary of Scope of Work" section of this announcement. Any shortfalls of the vendor's software should be properly identified, and any known alternate methods for gathering the information or meeting the requirement should be proposed. E) Provide a statement of your firm's business size and type (HUBZone, Service Disabled Veteran Owned, 8(a), small disadvantaged, or woman-owned) with regards to the NAICS code listed above. F) Provide a statement that your firm intends to submit an offer on the project when it is advertised. G) Cage Code and DUNS number. Submit this information to Valerie K. Reller, Contract Specialist, via email to
[email protected]. Your response to this notice must be received on or before 3:00 PM Pacific time on March 21, 2016. Background: Currently, USACE hydroelectric stations use a hardbound control room logbook to record operational events and equipment conditions. A written record is a must in documenting prominent operation events at a facility. In addition to information gathered during equipment rounds and automated data records, operators should also maintain narrative information in the control room logbook. This chronological account should record the important events occurring throughout each and every work shift. Considered to have the force of a legal record, the language, correctness, impartiality and detail should reflect such consideration. The control room logbook is valuable to others who must later chronicle important event sequences and verify past performance. The proposed software will change from the current practice of hard copy logbooks to a digital/electronic logbook meeting current industry standards and USACE requirements. Summary of Scope of Work: The contractor will provide software to meet the requirements outlined below. The contractor will provide software training for to up to 5 project operator personnel, at each project. The software will integrate and automate plant processes and operation management, and will enable data sharing. The software must be cleared to operate on the USACE computer network, by passing Department of the Army Information Assurance standards. This process will begin after purchase of a software license from the contractor, and must be completed prior to use of the software on the Corps network. The process to approve the software for use on the network takes an average of 5 months. After certification to place the software on the Corps network is achieved, it is anticipated the District will purchase any maintenance support and/or implementation support needed from the contractor to place the software into use at the Dworshak Project, as a test pilot of the software. The contractor must be able to provide at the time of solicitation in their quote pricing for software maintenance, renewable after one year, and thereafter. Differing levels of maintenance support may be defined, with differing price levels. The software must operate in an enterprise environment. The software will provide: • A digital system to meet all USACE regulatory requirements for a permanent Operator's Log at USACE operating hydroelectric facilities, in electronic format. Requirements include: (a) The electronic logbook shall be maintained by the operator in charge of each shift. (b) The log shall contain a chronological history of all relevant communications sent or received, switching done, relay operations, equipment troubles or failures, and clearances, showing the date and time of each occurrence. The items listed should be concise, but sufficiently complete to provide a clear description of the project operation, insofar as the control room operator has jurisdiction. It should include information such as names of the persons communicated with, relay and switch numbers, clearance numbers, and other pertinent data as applicable to the particular project. All entries are to be electronically signed by the shift operator and/or the shift supervisor. • Electronic secure and archived records are unable to be modified, except by the person making the entry during the shift. • Ability to provide current equipment operating status and clearances for lock-out/tag-out of equipment that is out of service. Software should allow for any open/unresolved items to be carried over in the status sheet to following worker shifts. • Ability to print necessary forms and tags to support lock-out/tag-out procedures. • Easily searchable database for events, dates, conditions, etc. • Ability to review logbook from a separate work station. • Capturing operator rounds and readings. Ability to enter equipment performance data to a portable handheld device (vice wireless devices - to meet Army information security requirements), which in turn may be connected to the network. Equipment will be identifiable via a bar-code scanner on the portable device. The performance readings of the equipment should be coded with dates and time observed, along with the name of the shift operator entering the data. Maximums and minimums for equipment status should be instantly displayed on the software dashboard. Each reading should have an acceptable range (temperature, pressure, etc). Readings outside the acceptable range should have a notification to the operator at that time to determine if there is an equipment problem. The portable device should be customizable to allow proper sequencing of the next equipment reading to correspond to the operator route during performance of the operator rounds. • Ability to notify project personnel of changed conditions, such as notices from shift supervisors, safety notices, etc; ability for project personnel to electronically acknowledge the changed conditions. Ability to print notifications of change. • Ability to enter narrative log entries for specific events occurring during a particular shift. • Print capability for distribution/email. • Ability to record training levels for individual personnel, to support the assignment of system permissions. • Trending characteristics of equipment, capable of being displayed over a variable time period. • Current equipment status/performance, the result of operator rounds and reads; max and minimums for equipment status instantly displayed. • All entries will be completed with a digital signature, which is derived from the Department of Defense Smart Card. System permissions will be based on NT authentications. • Ability to interface with Primavera software to support project planning and scheduling of maintenance activities. • Mobile devices will be equipped with the ability to barcode scan specific pieces of infrastructure for proper asset identification, and then allow for the entry of performance data for that piece of infrastructure. This scan will record the time of the reading, and allow for the entry of narratives regarding equipment performance or condition, in addition to specific equipment characteristics at the time of the read (RPM, pressure, etc). • Hazardous Energy Control Program (HECP) qualifications will be included in the digital logbook program, and the administrator will control and update this qualification data. References: A. ER 1130-2-510, available at http://www.publications.usace.army.mil/Portals/76/Publications/EngineerRegulations/ER_1130-2-510.pdf The contract requires completion of all software installation and operator training work at the dam within a finite work window as defined in the contract. The Contractor must be able to staff (supervision and labor) sufficient resources to meet this schedule. All on-site work shall be performed in accordance with the Corps of Engineers Safety and Health Requirements Manual (EM 385-1-1). Contractor personnel must complete Hazardous Energy Control Program (Level 1) training prior to admission to the dam structure, and must be American citizens. The project will involve the development and management of Contractor furnished submittals for items such as product data, test reports, and contract close-out documentation as required by the technical specifications of the contract.