VA Sources Sought: Technology Transfer Program (TTP) Database Knowledge Management Software (KMS) System

Notice ID:  36C24E24Q0053

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 …

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:

1. Online internet portal,
   1. Ability for users to submit records for invention disclosures and related invention disclosure documents and upload attachments,
   2. 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,
   3. Ability to submit requests for document/agreement review by commercialization staff,
   4. Ability to submit proposals for funding, new ventures, licensing, and other resources requests,
   5. Ability to submit idea proposals for review and evaluation by DVA staff, Supports online submissions from DVA employees, contractors, and funded external parties …

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