RFP 2011-N-13271 15 Questions and Answers 5-4-2011.docx

May 4, 2011

RFP 2011-N-13271: 15 Questions and Answers

1. Are clinics that serve a large percentage of non-English speaking patients eligible?

Answer: YES

2. Can we budget for data analysis and manuscript preparation in year 5 of the study?

Answer: NO

3 . In the RFP, it is stated that the instruments to be used for outcome data collection will be computerized and will be developed by CDC. Could CDC clarify in what computer language will they be?

Answer: If the questioner is referring to electronic transmission of outcome variables such as CD4, viral, load, ART status, and STI, these raw data will come from the clinic’s electronic medical records and be transmitted to CDC using a secure data network. No particular computer language is required. We envision that different clinics will have different electronic medical record systems. We will work with their data managers to facilitate the transmission of raw data to CDC.

4. In the RFP, it is stated that a patient exit survey and a provider survey will be conducted every three month and CDC will provide the instruments. Will those two surveys be computerized? If so, in what computer language will they be?

Answer: The patient exit surveys and the provider surveys will not be computerized. Those surveys will be hard copy (pencil and paper) and mailed to CDC for entry.

5. The RFP mentioned computerized intervention materials will be developed by the CDC, could you clarify in what computer language they will be?

Answer: If the questioner is referring to the computers that will be used to deliver the intervention to patients, we cannot specify the computer language at this time.

6. The Response to Questions posted on April 19, 2011 stated: "Answer: No. We are seeking one eligible HIV clinic per contractor." Could you clarify whether an organization can appear in more than one proposal as a subcontractor?

Answer: It would be preferred that an offeror not appear in more than one proposal as a subcontractor. As further clarification, offerors will not be bidding to receive multiple contracts, but rather the CDC is contemplating making up to 6 awards the after evaluating all eligible proposals that we receive.

7. Are the work plan and QA/QC plan as specified in section C.6 Reporting Schedule included in the 25 page limit, or can they be submitted as appendices?

Answer: This could be submitted in an appendix.

8. The RFP stated that a patient-partner survey and semi-structured interview will take place in Phase 3 of the study. Will the CDC provide the instruments for the survey and tools for the interview? If so, in what format (if computerized, in what language).

Answer: CDC will provide the instruments for the survey and tools for the interview. We have not determined the format at this time. The determination will be made after award.

9. The RFP cover letter and Standard Form 33 designate May 3 as the deadline for RFP clarification questions and July 6, 10:00 a.m. as the deadline for proposal submission; however, L.14, Significant Dates, lists April 19 for questions and June 28 for proposal due date. Please confirm that the May 3 and July 6 dates are correct.

Answer: The deadline for submitting questions in response to the RFP is/ was May 3, 2011. The due date for proposal is July 6, 2011. Please refer to page 1 of the RFP as the official date.

10. Under Phase 1, Task 1.5, the RFP refers to the "Program Review Panel." Could CDC please clarify who comprises the Panel and what role the contractor will have in convening the Program Review Panel?

Answer: This would only be needed if your agency has a policy that new interventions need to be reviewed by individuals in your agency or community before those interventions are implemented in the HIV clinic. If your agency has no such policy, include a statement pertaining to this issue. This task would then be omitted.

11. Task 2.5 of the RFP refers to pilot testing the cohort questionnaire with 6 patients. Can these 6 patients then be enrolled as part of the cohort enrollment under Task 3.3 or are they precluded from being part of the enrolled cohort sample?

Answer: These pilot participants would not be part of the enrolled cohort.

12. Task 3.17 of the RFP refers to pilot testing the patient-partner questionnaire and interview questions with 3 patients. Can these 3 patients then be enrolled as part of the patient-partner sample under Task 3.18 or are they precluded from being part of the enrolled patient-provider sample?

Answer: These pilot participants would not be part of the patient-provider sample.

13. Under C.6.a of the RFP, Work Plan, item (1) calls for "(iii) Graphs reflecting cumulative estimated costs…" and "(iv) The contractor shall address any anticipated copyright requests…" Should bidders include these items in the proposal? If so, could CDC clarify what items to include in the graphs for item (iii) as costs are not to be included in the Technical Volume?

Answer: Yes, this information should be included in your proposal as a part of your work plan. This information has nothing to do with the Technical proposal, but should be included as a part of your Business proposal. There is explicit information in SECTION L of the RFP that delineates how your proposal should be constructed.

14. Can CDC provide greater clarification regarding the start and end dates of each of the option periods?

Answer: For purposes of the RFP, the base period and subsequent option periods each have 12 months of effort. Definitive option period dates will be provided after evaluation and selection of successful offerors have been determined. The date for the options periods will depend on the date of awards.

15. Regarding Task 3.5 and other tasks, does CDC anticipate using hardcopy or web-based data collection?

Answer: We have specified specific data elements that are required to be transmitted to CDC. All data submitted to CDC will be transmitted electronically using a secure data network (SDN). Contractors will be given access to the SDN at CDC.