RFP_Questions_6_29_16_final.pdf

RFP 16-250-SOL-00089 Page 1 of 12

Reponses to RFP Questions

The following responses are to questions regarding Solicitation 16-250-SOL-00089 that were received by the deadline of 1:00 pm ET on June 15, 2016.

Contract Specialist: Anne Stephan

Project Name: MCHB Technical Assistance to the Division of MCH Workforce Development

Grantees and the Office of Epidemiology and Research, Division of Research Grantees

# Question Section of

RFP

Page

Government Response

1 Will the TA tracking system be located on a .gov or another government domain?

Will it require ATO or CNA?

Task 7 76 No, the contractor will develop the tracking system and provide an annual archival data download per

Task 7.2.

An ATO is required if the system proposed involves a cloud solution and/or FedRAMP regulations require it.

2 Does submission of PAT satisfy all requirements in L.4?

L.4 47-50 Refer to pages 45-50 and 58-59.

3 What are the specifications for the 1)

DMCHWD website; 2) Division of

Research website; and 3) grantee network online collaboration; and 4)

MCH Timeline?

What is the software used to build the website?

Will contractor staff be allowed remote access to these tools or will they have to provide updates onsite?

Task 6 74 The DMCHWD, Research websites, and MCH Timeline are built as Active Server Page

Extended files (.apsx) that are designed for Microsoft

ASP.Net framework.

WordPress and PHP were also used to create some of the tools.

The contract staff will not have to provide updates onsite.

4 Are offerors required to complete only those sections of the PAT listed on page

50, at letter (c)?

L.4 50 Yes.

5 Does HRSA prefer open source learning management systems as opposed to commercial off the shelf (COTS) solution?

General HRSA does not have a preference but compatibility and cost are important.

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6 Will the department confirm that the

Project Management Web-Based System that will also generate project reports and accessible to the COR and other stakeholders, does not have to be FedRAMP compliant?

Task 4 73 Please see revised SOW in the

RFP which rewords this task.

FedRAMP compliance depends on the type of system/tool the offeror proposes and whether it involves a cloud solution.

Per the HHS memo titled, HHS

Cloud Computing and Federal

Risk and Authorization

Management Program Guidance, dated 1 May 2013:

All new cloud services to be used by agencies must meet the

FedRAMP requirements, utilize the FedRAMP templates, and have security authorization packages available to submit to the

FedRAMP repository.

7 Do any of the pre-existing websites and online tools of engagement

(DMCHWD's website, Division of Research's website, grantee network online collaboration sites, the MCH Timeline, and other grantee-identified tools) need to be FedRAMP compliant?

Task 6.1 74 The DMCHWD's website, Division of Research's website, grantee network online collaboration sites, the MCH

Timeline are hosted on the HRSA server and do not require the

Contractor to perform FedRAMP compliance duties.

We do not anticipate that

FedRAMP will apply to the other grantee-identified tools).

8 This task mentions the Creation and

Maintenance of the Grantee Databases.

Do these grantee databases need to be hosted in a FedRAMP approved cloud environment?

Task 9 78 No, Task 9 does not require that the grantee database be hosted in a cloud environment.

9 How many grantees are included in the database of past and current DMCHWD grantees?

How will the government submit the information for importing into the new database? Will be in Excel?

Task 9.1 78 There are 406 grantees in the database currently and the database is updated quarterly. The information for the new database will be provided to the contractor in an Access database and will be used to update and maintain the online tools in Task 6.

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10 Is analytic software, such as Google

Analytics, currently installed on any of the sites?

Task 6 74 No analytic software is installed on the sites.

11 Does a System Characterization

Document exist for the HRSA Web Help ticket system?

Task 6 75 We are not sure what the question is referring to by “system document” but currently HRSA’s

Office of Communication has licensed a web-based ticketing system which the contractor in coordination with the COR (or personnel designated by the COR) will use to submit change requests for webpages. These requests are for the creation of new webpage(s), revision of an existing page and removal of an old page. Ticket submitters will be appraised of the status of a ticket via email, and the completion of the request.

12 Would the Government consider granting an extension of the due date to Thursday, July 14, 2016 at 3:00 p.m.? Many of our federal clients will be out of the office for the Independence day holiday, reducing the time allowed for them to respond to past performance requests.

Additionally, many small businesses are at reduced staffing levels due to previously planned staff holiday commitments during much of the response time period. The extension of the due date and time will allow small businesses to prepare fully responsive proposals to this important and complex opportunity.

L.1.3 46 The due date for proposals has been extended to Monday, July 25, 2016 at 10:00 am ET.

13 Is the incumbent eligible to re-compete on this contract under the small business

NAICS code: 541990?

General Yes.

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14 Is there an incumbent for this work? If so,

1. Who is the incumbent?

2. What is the contract number?

3. What is the dollar value of the current contract?

4. Is the incumbent eligible to compete for this opportunity?

N/A N/A There was a previous contract for a similar requirement awarded to

Axis Group, LLC, HHSH250201100019C; Value

$730,000.99. All small businesses are eligible to compete.

15 Can you provide a list all data sources that MCH is expecting to be merged and managed by the contractor?

SOW N/A The question is not clear and does not specify which part of the SOW is being referenced. Data sources will vary depending on the task.

The contractor will be given access to our Access database which houses grantee information.

Please see the websites referenced in Task 6 for information on the online tools of engagement.

16 Does a Project Management System

(Task 4) already exist?

If so, please provide system specifications including platform, whether the government or contractor manages it, software used, whether contractor will need to repurchase software or whether it’s open source.

Task 4 72 Please see revised SOW. Yes, a project management system/tool exists under the current contract but it will not be transferred to the new contractor.

17 We are assuming that when the government provides days for deliverable submission it is business days. Please confirm.

Tasks 1.1, 2.1

(page 72);

72 No. Calendar days are used unless otherwise noted.

18 Who are the MCHB stakeholders? Are they internal to HRSA?

Task 5.1 73 MCHB stakeholders are defined broadly and some are internal to

HRSA. Please see the SOW, Background section which includes information on stakeholders including grantees, state and local health agencies, academic institutions, professional organizations, federal government staff, and community-based programs.

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19 Does MCH maintain a preferred vendor’s list of TA providers? If so, can that list be provided now.

Task 5.1 74 No, MCHB does not have a preferred vendor list of TA providers for this requirement.

This requirement is procuring a

TA vendor.

20 Does a TA tracking system currently exist? (Task 7)

If so, please identify the name of the contractor who developed it?

Where is it maintained?

What are the technical specifications, including platform, software, language, Fed Ramp and 508 requirements?

If not, we respectfully request a minimum of 90 days to develop the initial test version.

Task 7 76 Yes, the current contract has a tracking system but it will not be transferred to the new contractor.

The other requested information will not be provided since it is proprietary. Task 7 specifically requires that the contractor develop and maintain a TA tracking system.

The contractor will track the TA in some fashion until their system is developed.

21 Will the contractor be responsible for hosting the TA tracking system?

Task 7 76 The contractor will develop and maintain the TA Tracking system.

Whether the contractor will be hosting the TA tracking system or using an online cloud-based customer support platform tool or some other solution will depend on the offeror’s technical approach.

22 Does a Data Quality Control Plan currently exist?

If so, can MCH share it during the proposal development process?

Task 10 79 A data quality control plan currently exists with the current contractor but will not be provided to offerors. The offeror is expected to submit data quality control plans with their proposals as required in the Technical

Evaluation Criteria and in the

SOW.

23 If offerors have relevant past performance available in CPARS are they required to submit past performance questionnaires to past or current clients?

6. Past

Performance

64-65 Yes, please follow the instructions for past performance questionnaires in the RFP.

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24 May offerors submit the QASP as an appendix?

4. Management and Staffing Plan

62 No.

25 Can the “detailed management plan” referenced in the 1 st paragraph of “4.

Management and Staffing Plan” be submitted as an appendix?

4. Management and Staffing Plan

62 No.

26 Can the detailed timeline be submitted as an appendix?

2. Technical

Approach

61 No.

27 For Budgeting travel costs:

a. Please provide an estimate number of

TA onsite visits for each year.

b. Please include an estimate for the number of days/site visit.

c. Please include the estimated number of TA providers/site visit.

d. Please provide cities for TA visits.

e. Please provide the duration of virtual

TA sessions.

f. Please provide the anticipated number and types of materials to be edited, formatted and re-packaged and estimated length of each in pages.

Cost estimate related to elements of Task

8, page 77

N/A Task 8 is providing technical assistance via telephone, email, and web based mechanisms.

These are not site visits.

a. zero.

b. n/a

c. n/a

d. n/a

e. Individual Targeted Technical

Assistance (Task 8) varies in duration from a simple call estimated at 5 minutes each to more complicated interactions of up to an hour each. For proposal purposes, please average 30 minutes per TA occurrence.

f.: Individual Targeted Technical

Assistance (Task 8) varies in duration from a simple call estimated at 5 minutes each to more complicated interactions of up to an hour each. For proposal purposes, please average 30 minutes per TA occurrence.

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27 For Budgeting travel costs:

g. Please provide an estimate for the number and type of new materials the contractor will have to create and estimated length in pages.

Cost estimate related to elements of Task

8, page 77

N/A g. The types of materials are located in Task 8.1 and include video files, audio files, pdfs, graphics and documents. On average, for a quarterly update, offerors can anticipate editing, formatting and repackaging approximately 100 updates to the web site, including designing web banners, posting news items, videos, podcasts and pdfs, adding or editing hyperlinks, formatting web pages, textboxes and other graphics, and formatting web text.

The length varies from two paragraphs to 10 pages.

On average offerors can anticipate creating approximately 50 materials each month, including creating new web pages, embedding videos on slides, and web banners.

28 Does HRSA or MCH have a standard TA daily or hourly rate?

Cost estimate N/A We’re not sure specifically what this question is relating to. The

Offeror’s proposal should provide the most competitive pricing for the technical approach proposed.

29 Can offerors provide GSA schedule rates in lieu of negotiated rate agreements or detailed information related to developing rates?

L.6.1.c Cost and

Pricing data

52-53 No.

30 Does HRSA have an existing Conflict of

Interest Plan format?

A. Can this COI plan be included as an appendix?

H.9 21 No, there is no standard format for

COI Plan. The COI plan should not be included as an appendix.

31 If offerors have updated their registration in SAM.gov, do we have to submit

Section K with our proposals?

L.6.3 54 Yes, Section K is required with the proposal submission.

32 L.5.4 Technical Proposal header indicates “Volume 1” Page limitations.

Should that indicate Volume II?

L.5.4 51 Yes, that is an oversight. It should be Volume II

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33 Given that the services are provided for two divisions within MCH, is there one

COR from each Division or one COR representing both?

a. Does the Contractor work with a POC from each Division if there is no COR from each?

Will the contractor work with one contact from each Division?

N/A N/A No, there will be one COR assigned to this contract. However, the COR will include project officers from each division in management meetings.

34 Are resumes only required for key personnel?

3. Personnel 61 The RFP requests that the offeror provide résumés for all personnel proposed for this project.

35 Does the government have a transition plan in place for incoming contractors?

N/A N/A There is no formal transition plan.

However, the incoming contractor will meet with the COR and

Program staff at the Kickoff meeting. See Task 1 for discussion topics at the Kickoff

Meeting.

36 Does the government have an anticipated due date for Task 5, Task 6, and Task 8?

N/A N/A These tasks are ongoing throughout the contract year.

Specific deliverables such as reports have due dates assigned.

Task 8 due dates will depend on when TA requests are received.

37 Can font size for tables be 10 point font and charts and graphs be 9 point font?

L.1.4 46 Yes.

38 Does the government anticipate increasing the number of grantees eligible to receive TA under this contract in the option years?

N/A N/A The number of grantees eligible to receive TA during the base year is approximately 150. We anticipate no more than a 5% increase or decrease in the number of grantees during each option year.

39 2 nd bullet from the top of Page 64 –

Please clarify what is meant by “distance learning topics.”

M5.2 64 Topics related to the use of distance learning, e-learning, and communication technologies

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40 Can the government provide a level of effort for Task 6?

a. Does the government anticipate that the level of effort will remain consistent across all option years?

The offerors will propose the level of effort necessary for them to carry out the requirement in the

RFP and tasks in the SOW. The level of work is anticipated to remain consistent throughout all option years.

41 Who are the audiences for the 18 technical assistance webinars?

B.2 4 Grantees, trainees, DMCHWD staff

42 Is the subject matter of the 18 TA webinars expected to be technology for communication or evidence-based MCH practices?

B.2 4 The subject matter for the TA webinars is expected to be technology for communication.

43 If the subject matter of the TA webinars is MCH practices will HRSA MCHB be providing the content material?

B.2 4 This question is not relevant since the subject matter of the TA webinars is technology for communications as noted in question 42.

44 When referring to "promote the sharing of evidence-based practices and research, disseminate educational tools and resource material, and coordinate the dissemination of grantee materials and best practices, "is the RFP referring to technology for communication or MCH practice content? If it is MCH practice content, will that material be supplied by

RSA MCHB or its other grantees?

SOW Task 5

5.1

73-74 The RFP is referring to technology for communication. Any MCH content would be provided by

HRSA MCHB.

45 Are the 400 one-on-one TA occurrences expected to be regarding technology issues or MCH practice content?

B.2

SOW Task

8.1

The one-on-one TA occurrences are expected to be regarding technology issues.

46 In reference to the best practice resources that are to be disseminated via DMCHWD's and OER's websites, are these communication technology best practices or MCH content practice best practices? In this case it looks like the

COR will provide MCH practice content.

Is this assumption correct?

B.2

SOW Task

Task 6

Task 6.1

4 Best practice resources to be disseminated via the websites are both communication technology best practices and MCH content best practices. Any MCH content best practices will be provided by

HRSA MCHB.

47 Is the expectation that 18 training webinars will be accomplished in the first 12 month period?

B.2 4 Yes, 18 training webinars will be conducted during each year of the contract including option years if exercised.

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48 In Fiscal Year 2015, the Division of

MCH Workforce Development awarded

152 grants, an investment of $47 million.

How many grantees are expected to be awarded for FY16?

General Similar amount is expected but will depend on the Appropriation each year.

49 Please confirm if the existing contract is currently using Moodle as its distance learning platform for MCH?

General The existing contract does not use

Moodle as a distance learning platform. Some grantees are using

Moodle so the new contractor may have to provide TA in distance learning technologies that may include Moodle.

50 HRSA mentions Technical Assistance

Specialist(s) in IT, Distance Learning, web development, etc. Are the Technical

Assistance Specialist(s) required to have experience with Moodle?

Key Personnel 15 Some grantees are using Moodle so the TA Specialist may have to provide TA in Moodle.

51 Do the 18 technical assistance training webinars per year to the MCH grantees need to also have captioning services for webinars?

Task 5 73 No. HRSA MCHB would provide captioning services if/when needed.

52 This task mentions that the DMCHDW's

Website is updated six (6) times a year to reflect updates such as Autism. Based upon historical contract data, what are some of the months in which the 6 updates occur for the DMCHWD's

Website?

Task 6.7 76 The months may vary but it is usually once per quarter plus additional packaged updates.

53 Are the Technical Assistance

Specialist(s) the only position considered to be key and named in this opportunity?

What about the Project Director?

Key Personnel 15 The Technical Assistance

Specialists is the only key personnel required. The Project

Director may be included as key personnel.

54 Task 7 implies that TA requests come from POs through the TA tracking system. Task 8 implies that TA requests will come directly from grantees and stakeholder over the phone and by email. Can you please clarify how the contractor will receive TA requests?

Attachment A, Statement of

Work, Section IV, Tasks 7 and 8

Pages

76-77

The contractor will receive TA requests from the COR. Please see the process in task 7.1.

55 In regards to Task 7, is there an existing

TA tracking system that the contractor will be enhancing, or will the contractor be building a new TA tracking system from scratch?

Attachment A, Statement of

Work, Section IV, Task 8

Page

There is a current TA tracking system however Task 7 states that the new contractor will develop and maintain a TA tracking system. Please see Task 7.

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56 Does DMCH currently utilize a ticket system, such as Remedy? Please provide the system characterization.

Task 7

Task 7 states that the new contractor will develop and maintain a TA tracking system.

Please see Task 7

57 Will TA be provided on MCH related topics? For example, will TA providers be needed to assist grantees on operational issues, program planning issues or evaluation related issues?

Task 5 and 8 73-77 The contractor will provide TA on distance learning technologies and communication issues.

58 Are subcontractors required to submit any budget justification information?

L.6.1 52 Yes.

59 Will TA be provided under this contract to build e-learning and distance learning platforms or to provide training on how to utilize the technologies?

Task 5 and 8 73-77 The contractor shall be responsible for providing TA related to using e-learning technology and distance learning platforms; not building the platforms.

60 Is this solicitation supporting work in progress, or is this a new requirement?

Not provided Some tasks are works in progress;

some tasks are new. The management of websites and database is currently ongoing and the new contractor will assume these responsibilities. The One-on-One TA Occurrences in Task 8 will be new work.

61 What are the major management risks that could impact schedule, work content, or cost on this project?

Not provided This is a very broad question.

General risks include Government appropriations and closures. The specific risks would depend on the technical and management approach proposed by the offeror.

62 What are the major technical risks that could impact completion of the project work, such as changing requirements and unavailable technology?

Not provided The risks would depend on the technical approach proposed by the offeror.

63 What is the likelihood of this project being funded?

Not provided All awards are subject to the availability of funds and

Programmatic needs.

64 What are the funding objectives? Not provided This information is confidential.

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65 Has the estimated cost been defined? Not provided This information is confidential.

Please provide the best price for the technical approach being proposed.

66 What are some of the key issues/hot buttons that we should be aware of?

Not provided Please read RFP for the description of this requirement.

67 Will there will be special certifications or clearances required?

Not provided Please read RFP.

68 How do we schedule meetings with the customers of this project to introduce our team, gain an understanding of their requirements, and discuss our team capabilities statement/value proposition?

Not provided HRSA is not holding pre-award conferences for this requirement.

Please read the RFP to understand the requirement.

69 Is HRSA holding capabilities presentations for small businesses for this opportunity?

Not provided No.

70 What is the planned acquisition schedule for this opportunity?

Not provided If the Government makes an award for this requirement, it is expected to be by Sept. 30, 2016 but the Government reserves the right to change.