283-20-0556 Amendment 2.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT 1. CONTRACT ID CODE

2. AMENDMENT/MODIFICAITON NO. 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQ. NO. 5. PROJECT NO. (If applicble)

7. ADMINISTERED BY (If other than Item 6) CODE

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

FACILITY CODE

9A. AMENDMENT OF SOLICIATION NO.

9B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended, is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a)By completing items 8 and 15, and returning copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment your desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPIRATION DATA (If required)

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER

NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc. ) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15C. DATE SIGNED

15A. NAME AND TITLE OF SIGNER (Type or print)

16C. DATE SIGNED

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

14. DESCRIPTION OF AMENDMENT/MODIFICATION ( Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

PAGE OF PAGES

6. ISSUED BY CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code) (X)

CODE

15B. CONTRACTOR/OFFEROR

(Signature of person authorized to sign)

16B. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

NSN 7540-01-152-8070

Previous edition unusable

1 26

Amendment 002 7/9/20

SAMHSA, DHHS

Division of Contracts Management, OFR 5600 Fishers Lane Rockville, MD 20850

Same as Item 6

TO ALL PROSPECTIVE OFFERORS

RFP Titled: “Behavioral Health Services Information System

(BHSIS)"

283-20-0556

Jun 26, 2020

The purpose of this amendment is to answer questions raised by potential offerors. The due date for proposals remains July 24, 2020, 3:00 p.m. ET.

DANNY UHR, CONTRACTING OFFICER

Jul 9, 2020

X

RFP No. 283-20-0556 Amendment 2 Q&As

283-20-0556 “Behavioral Health Services Information System (BHSIS)” Questions and Answers:

1. Page 6, PWS Task 1a (Base Year) (f), the PWS states: Although SAMHSA DTM personnel will be responsible for designing and building the new AWS infrastructure, the new Contractor shall be responsible for migrating the data and applications to the SAMHSA Environment.

Question: What is the current state of planning and implementation of the AWS migration for this program?

Answer: The planning & implementation has not begun yet. This will begin as soon as the new contract starts. The new contractor will participate in meetings with DTM, the COR and other SAMHSA stakeholders to discuss options and help provide input on the best plan to move forward with a migration – a plan that provides the best quality, with most efficiency and cost savings. Then planning and implementation will begin based on approved decisions. The anticipated timeline for the planning to begin is immediately upon award of this contract.

2. Page 6, PWS SPECIFIC REQUIREMENTS Task 1: Project Management/Transition (g), the PWS states: “Revising the existing Authority to Operate (ATO) for this contract encompassing all new/changed security controls or assets, including the new N-

SUMHSS.”

Question: What is the expiration date of the current ATO? Has there been a recent compliance audit, when and what was the outcome? Will there be any gap prior to a new ATO within 180 days of contract award?

Answer: The Authorization to Operate (ATO) for BHSIS has been granted by the CIO on May 28, 2020. The security authorization of the information system will remain in effect as long as: (i) the required security status reports for the system are submitted to SAMHSA Security yearly (ii) the vulnerabilities reported during the continuous monitoring process do not result in additional agency-level risk which is deemed unacceptable; and (iii) the system has not exceeded the 3 year maximum allowable time period between security authorizations in accordance with federal or agency policy.

3. Page 7, Data Classification Note (PWS): This section categorizes the ATO to be

“Moderate”. In another document it is categorized as “Low”. Question: Would the Government please confirm the correct categorization?

Answer: The system categorization of Behavioral Health Services Information System has been evaluated to be MODERATE based on FIPS 199 as of May 2020 re-ATO.

4. Page 9, PWS Annual Report: The Annual Report is to include a forecast for the upcoming option year.

Question: Will the COR make available the Option Year PWS or expected initiatives for the upcoming option year for development of the Annual Report?

Answer: All annual reports are listed in the PWS as submitted. If additional clarifications are needed regarding the BHSIS annual reports, then a list can be provided.

5. Page 10, PWS Task 1e Electronic Document Repositories: The PWS states: All development under this contract shall be dedicated fully to the public domain… This includes, but is not limited to: data, documents, graphics, code, plans, reports, schedules, schemas, metadata, architecture designs and the like; all new open source software created by the Contractor and forks or branches of the current open source software where the Contractor has made a modification; and all new tooling, scripting configuration management, infrastructure as code, or any other final changes or edits to successfully deploy or operate the software.

Question: Will the Government please clarify what is meant to be in the public domain and whether any of these enumerated items such as the architecture designs, are currently available?

Answer: The incumbent contractor will provide instructions on all electronic document repositories that currently exist under the BHSIS contract. All the material on these sites will be transferred to the new contractor.

6. Page 13, PWS Task 2b: I-TF Updates (e), The PWS reads: “The Contractor shall record all

CATI calls for quality control. These tapes (and transcription) shall be made available to the COR upon request” Question: Are reports of these tapes produced evaluated with QASP metrics/areas in need of improvement? Will the Government please provide a copy of the related QASP report listing metrics/improvement? Are the CATI calls English language only or are other languages spoken?

Answer: COR, if necessary, can request to listen to CATI call tapes if a problem arises.

Generally speaking the recording are used for training purposes and to ensure that the contractor and COR are aware of any issues or changes in trend. The current helpline staff have Spanish staff. The QASP was submitted as a part of this package and reflect the high-level in which survey team will be scored.

7. Page 14, Task 3/Task 3a: Is the N-SUMHSS already developed – are all items written or will this contract contribute to developing the survey items?

a. The RFP states in the introduction to Task 3: “Please note that the N-SUMHSS survey has already been developed by SAMHSA,...” and in

b. Task 3a the RFP states: “The Contractor shall be responsible, in collaboration and per direction from SAMHSA and the COR, in participating in activities related to the development of the N-SUMHSS.

c. If the survey is already developed please explain: “within three (3) weeks after the CED, developing and submitting to the COR and SAMHSA for approval, a proposed tool/solution for the new N-SUMHSS data collection...

Answer: SAMHSA has drafted the paper instrument for the N-SUMHSS survey, which is a combined version of the N-SSATS and the N-MHSS. The contractor will be responsible for developing the survey web instrument and all other data collections processes in order to have the survey in the field by April 2021.

8. Task 3 National Substance Use and Mental Health Services Survey (N-SUMHSS), on page

14 the PWS sates “that the N-SUMHSS survey has already been developed by SAMHSA, so this task does not include any work related to the creation, modifying or editing of the actual survey.” But on page 15 under Task 3a-g it states, “the Contractor shall develop, revise and pretest the N-SUMHSS questionnaire,….”

Questions: Would the Government please clarify how much work has been completed with the N-SUMHSS questionnaire? Can the Government please provide a copy of the questionnaire?

Answer: SAMHSA has drafted paper instrument for the 2021 N-SUMHSS survey. The contractor will be responsible for developing survey web instrument and all other data collections processes in order to have the survey in the field by April 2021. Changes to future years of the N-SUMHSS may require some pretesting.

9. Task 3, Question: What information can be shared about the new N-SUMHHS – can you make the survey items available or at least the domains to understand how it is similar or different from the two existing surveys – N-SSATS and N-MHSS?

Answer: SAMHSA has drafted paper instrument for the N-SUMHSS survey. The contractor will be responsible for developing survey web instrument and all other data collections processes in order to have the survey in the field by April 2021. The N- SUMHSS is a combination of the previous National Survey of Substance Abuse Treatment Services (N-SSATS and National Mental Health Services Survey (N-MHSS) facility treatment survey. Most questions will remain the same and there may be new questions added.

10. Task 3, we know that SAMHSA’s goal is to combine NSSATS and NMHSS into NSUMHSS under this RFP, but does SAMHSA plan to continue creating PUF, data report, and state profiles separately for substance abuse and mental health facilities as currently presented under DASIS website (https://wwwdasis.samhsa.gov/dasis2/nssats.htm), or is SAMHSA moving towards creating a combined report with substance abuse and mental health sub-sections?

Answer: The planning of N-SUMHSS is still in progress. With assistance of new contractor staff and SAMHSA, further decisions will be made regarding annual reports and data files.

11. Task 3, Question: Has the N-SUMHSS been submitted to OMB for approval?

Answer: Yes, N-SUMHSS package has been submitted for OMB approval.

12. Task 3, 4, 5, Question: What is the status of all data collections regarding OMB approval/expiration?

Answer: Yes, N-SUMHSS package has been submitted for OMB approval

13. Page 15, Task 3b-d Question: What is the purpose of the letters from SSA/SMHAs to the facilities? Is it to provide them approval or permission to provide information to SAMHSA or encouragement to provide information to SAMHSA?

Answer: Yes, this is correct.

14. Question: Are Virgin Island and Pacific Island jurisdictions submitting SUD and MH data like other states, territories and jurisdictions?

Answer: AS, FM, GU, MH, MP, PW, VI, PR are submitting MH data like other states; Only PR reporting SUD data like other states. The current state payments don’t have any budget for jurisdictions.

15. Page 16, PWS Task3b N-SUMHSS Preparation, Data Collection & Processing (g), the PWS states: The Contractor shall be responsible for producing the files for the N-SUMHSS starting in 2021. This will be the first N-SUMHSS data collection, a combination of data elements previously collected on the N-SSATS & N-MHSS which ended their last data collection in December of 2020.

Question: Is the December 2020 date correct, and if so, will the new contractor be required to collect the N-SSATS & N-MHSS data in the old format or will this task be performed by the previous (current) contractor?

Answer: The incumbent contractor is responsible for finalizing the 2020 N-SSATS and N- MHSS data collections.

16. Page 16, PWS Task3b N-SUMHSS Preparation, Data Collection & Processing (g), the PWS states: g) operate a toll-free telephone line and e-mail address to facilitate communication between the Contractor and the States and to serve as a helpline for facilities to use when they have questions about or problems with responding to the N-

SUMHSS,

Question: How many e-calls and incoming e-mails does the government estimate will be received per day/week/month? Or, if there is no estimate, how many calls and e-mails of this type did the project receive over the past 12 months?

Answer: We get approximately 100 contacts to the helpline on a weekly basis.

17. Page 18, PWS Task 4: Treatment Episode Data Set (TEDS) and Mental Health Treatment

Episode Data Set (MH-TEDS), the PWS reads: “Currently, TEDS receives data on almost 2 million admissions and 2 million discharges reported by over 10,000 facilities to the 50 States, the District of Columbia, and Puerto Rico during each calendar year. “ Question: Has BHSIS seen an upward trend in admissions since the COVID-19 pandemic outbreak in the USA? Has BHSIS performed any statistical modeling of these trends? Is that information available?

Answer: SAMHSA will analyze all available sources to monitor trend regarding substance use and mental health in U.S.A. For now, we don’t have data available to public since COVID-19 pandemic outbreak in U.S.A.

18. Page 25, PWS Task 7d: Substance Abuse National Outcomes Measures (NOM) Data Files

& Block Grant Application System (BGAS) Summary Tables , the PWS states: Note for reference and budgeting purposes, the current NOMS Data Files and BGAS Summary Tables task includes:

d) meetings with internal and external stakeholders using the BGAS/NOMS data, as needed, and directed by the COR, to help support SAMHSA evidence-based policies, programs, and practices.

Question: What organizations (other than states/territories) are included among External SAMHSA Stakeholders (i.e. other data users, etc.)?

Answer: Users: Federal government, State governments, academic researchers, graduate-level students, Media, other researchers

19. Page 26, PWS Task 8, Behavioral Health Treatment Services Locator, Question: Is the migration of the BH Locator production URL https://findtreatment.samhsa.gov to a new format similar to findtreatment.gov currently in progress, or will this be started and completed during the new contract award period of performance?

Answer: The new contractor will be responsible for this work.

20. Page 26, PWS Task 8, Behavioral Health Treatment Services Locator, Question: Is the current BH Locator production URL fully migrated to AWS cloud? If yes are there plans to decommission on premises BH Locator production URL:

Findtreatment.eagletechva.com

Answer: The current BH locator is not fully located to an AWS cloud. This migration work will be a part of the new contractor’s responsibilities in collaboration with DTM.

21. Page 28, PWS Task 9b: SSA and SMHA State Agreements, Question: Since this is a new task is there reference material such as procedures, processes, payment formulas available for bidders? If so, how can we access?

Answer: This is not a new BHSIS task. The current contractor will provide all the state agreement information during transition.

22. Question: What is the estimated level of effort (hours) for this contract?

Answer: The level of effort is for the offeror to propose, and should be commensurate with the offeror’s technical approach for accomplishing the PWS requirements.

23. Question: What is the current incumbent staff count for IT team?

Answer: The offeror should propose the number of staff that is commensurate with the offeror’s technical approach for accomplishing the PWS requirements.

24. Question: Other than BH Locator, are all other IT applications and databases currently hosted on-premises? If not, where? Is there a backup/fail-over site for disaster recovery?

Answer: The current contractor has a host site for BHSIS servers in Reston VA.

25. Question: Are any of the contractors performing on this contract covered by the provisions of the Service Contract Act (SCA)? If so, which labor categories are included?

Answer: This acquisition is exempt from the Service Contract Act.

26. Question: Since the COVID-19 conditions increase the difficulty in recruiting and in coordinating work on this complex proposal, will the Government grant a 2-week extension to the proposal submission date of July 26, 2020?

Answer: The proposal due date remains July 24, 2020.

27. Page 4, Attachment 1C-Deliverables, Task 2- One of the deliverable says “Provider listings and related electronic files in connection with annual NSSATS and N-MHSS (until close out of December 202)…”.

Question: Would the Government please confirm the close out of December 2021?

Answer: The N-SSATS and N-MHSS surveys close out in the field November 2020 and December 2020, respectively. Provider listings and electronic files will be transferred during transition process.

28. Age 6, PAttachment_1d_Technical documentation states that plans are to decommission DASIS Home Page: Production URL: https://wwwdasis.samhsa.gov within the first year of contract.

Questions: Will this be replaced with new enhanced application? If yes is this new system development in progress or will this be designed and built by new contractor?

Answer: The new contractor, along with COR, will discuss whether information that is not going on our SAMHSA data page, will need a new site or if it can be stored on another BHSIS repository that will be transferred to the new contractor.

29. Page 24, RFP H.15 Personnel Background Investigations Question: Do contractors (off-site) who require access to DHHS/SAMHSA IT/Cloud network/servers to provide IT support services require a background investigation to obtain a SAMHSA badge, or to access DHHS/SAMHSA IT networks? We anticipate that off-site IT contractors will require access to DHHS/SAMHSA IT/cloud networks and servers to fulfill the requirements in the PWS. The PWS references “internal” network/server access requirements.

Note: Please clarify if the background investigation requirement applies to all contractor personnel, since the first paragraph of the instruction includes, “requires that all DHHS contractors (including subcontractors) who will be working in a DHHS-owned or leased space and/or who will have access to DHHS equipment, and non-public privileged, proprietary, or trade secret information, undergo a background investigation.”

Answer: The new contractor will be required to follow all DHHS and SAMSHA security protocols.

30. Page 45, RFP L.2. INSTRUCTIONS TO OFFERORS, TECHNICAL PROPOSAL INSTRUCTIONS, a, Management Plan, the RFP states: The proposal must include an implementation plan detailing how the offeror will use personnel, facilities, and other resources in accomplishing the required effort. Appropriate flow charts and documentation should be provided in sufficient detail to clearly describe the types of personnel to be employed, the labor hours proposed for each, their responsibilities, and how these personnel will be utilized and managed for every year of the project. There should be sufficient discussion on how the proposed personnel staffing (labor categories, hours) are appropriate for accomplishing the required effort. Flow charts and person loading charts are considered essential for clarity. Loading charts must be provided for each year of the project and provide hours for each Task and each Optional Task in the PWS.

Question: Will Optional Tasks be included or excluded from the page count requirements in this volume, as well as the Cost Volume?

Answer: The PWS does not include Optional Tasks.

31. Question: Is the work plan excluded from the page count?

Answer: The work plan is included in the page count.

32. Page 55, RFP M.2. Non-Cost Evaluation Factors II. Management Plan and Personnel, Note The RFP states: “Note: The proposal must contain the resumes for all staff, letters of commitment for proposed subcontractors, consultants, and staff who’s hiring is contingent upon award of the Contract.”

Question: For clarification, does the government require copies of these documents for All proposed staff or for only key personnel?

Answer: For all proposed staff.

33. RFP, instructions & evaluation criteria, pg. 45 & 55, the instructions state that the management plan must include a loading chart by year and by task. The evaluation criteria say that the chart must be presented by sub-tasks. Can SAMHSA verify that offerors should provide a staff loading chart by year and task?

Answer: The staff loading chart should be presented by hours, years, tasks, and sub-tasks for all proposed personnel, subcontractors, consultants, and partners.

34. PWS (Attachment 1a) Task 1, pg. 8, Task 1b references an in-person kickoff meeting.

Due to COVID-19, can you confirm offerors should assume a virtual kickoff meeting?

Answer: This meeting will be done virtually given the COVID-19 circumstances.

35. PWS (Attachment 1a) & Schedule of Deliverables (Attachment 1c), the schedule of deliverables includes an N-SUMHSS augmentation plan in Task 3c; however, all discussions of augmentation plans are in Task 2 in the PWS. Please confirm that the N- SUMHSS augmentation plan should be in Task 2.

Answer: Augmentation under Task 2 refers to the updating of the I-TF. The augmentation under Task 3 refers to the data collection process.

36. PWS (Attachment 1a), Task 3 and Schedule of Deliverables, the subtasks under Task 3 in the PWS and in the schedule of deliverables don’t correspond (for example, the web-based version of the N-SUMHSS questionnaire is discussed in Task 3.b but is listed as a deliverable for Task 3.c). Can SAMHSA confirm the deliverables under Task 3 should be as described in the PWS?

Answer: Yes, the deliverables listed under Task 3 are as described in the PWS.

37. PWS (Attachment 1a), Task 9d: State Data Agreement Payments, pg. 29, in what task should the total costs associated with the administration of the state data agreement payments belong if not in Task 9d? Or does SAMHSA expect the contractor to administer the distribution of more than $11 million at no cost?

Answer: The cost associated with the administration of the state data agreements payments falls under Task 9b: SSA and SMHA State Agreements as stated.

38. RFP, instructions, pg. 50-51, can the offeror provide a CPARS in lieu of a past performance questionnaire?

Answer: Contractor Performance Information form (Attachment 12) is required.

39. Can the Government provide an anticipated contract award and start date?

Answer: The anticipated contract award and start date is 09/15/20.

40. Can the Government provide a historical level of effort and labor categories being used on the current contract?

Answer: Please refer to question no. 22.

41. Given the extensive nature of this proposal response, will the Government consider a 20 day extension for offerors to evaluate the answers to the questions and allow for a quality response?

Answer: Please refer to question no. 26.

42. Can the Government confirm that the place of performance is at the Contractor's facility and not onsite at SAMHSA?

Answer: All BHSIS contractor work is done at the contractor’s site.

43. Business Proposal, can the Government provide a historical cost for travel or otherwise provide a NTE "plug" number for all offerors to propose?

Answer: See budget assumptions in the PWS under Subtask 1b.

44. Business Proposal, the Business proposal references IT expenses such as hardware, software, online databases, etc. Can the Government provide historical direct costs for such IT expenses?

Answer: The offeror should propose IT expenses that are commensurate with the offeror’s technical approach for accomplishing the PWS requirements.

45. PWS, there are several tasks within the PWS that state "For budgeting purposes… the task is anticipated to transition April 1, 2021 in the Base Year of the contract." Can the Government clarify 1) the anticipated contract start date, 2) the anticipated transition period (i.e., 30 days, 60 days, etc), and 3) if some tasks are not scheduled to transition until April 2021, will there be work performed simultaneously by the incumbent and the new contractor?

Answer: The anticipated contract start date is 09/15/2020. For tasks planned to transition April 2021, the transition period shall not exceed the period of performance of the current contract, which is scheduled to end on June 29, 2021.

46. PWS, for tasks noted in the SOW that don’t seem to start until 2021, will the incumbent operate those tasks until transition dates which are further into 2021, or will the government transition information for those programs to the awardee in 2021?

Answer: The incumbent will operate those tasks until 2021 or as agreed upon between the incumbent, new contractor, and the Government.

47. PWS, can the Government provide links to relevant documentation and deliverables that further expand on the program details and policies around I-TF, N-SUMHSS, TEDSD, MH-CLD, URS and Services Locator?

Answer: New contractors can become familiar with BHSIS products by going to https://www.samhsa.gov/data/

48. PWS, transition of tasks, including the transition period, are not clearly outlined in the

PWS. Can the Government provide the anticipated transition in period and expectations regarding the transition period?

Answer: The initial transition period will start after contract award. Some tasks as specified in the PWS will transition in April 2021.

49. Past Performance, Can the Government confirm that past performance information should be submitted as follows: three (3) from the prime contractor and one (1) from each major subcontractor? Or is the requirement for a total of 3 past performances from the entire team?

Answer: Three (3) for the prime and three (3) for each major subcontractor.

50. Subcontractor(s), if subcontractor pricing is based on GSA Schedule or other commercial rates and the contemplated subcontract agreement is other than Cost Plus Award/Fixed https://www.samhsa.gov/data/

Fee, can the Government confirm that a sealed package is not required to be submitted by the subcontractor(s)?

Answer: A sealed package is not required if subcontractor pricing is based on GSA Schedule or other commercial rates.

51. Key Personnel, can the Government provide more specific information regarding Key

Personnel to include qualifications and experience?

Answer: The offeror is to propose the Key Personnel positions. Please refer to page 55 of the RFP, II. Management Plan and Personnel, Sub-factor (b) regarding qualifications and experience.

52. Key Personnel, is the Project Director the only Key Personnel that is required? If not, can the Government provide specific categories, experience and qualification requirements for other Key Personnel?

Answer: Please refer to question no. 51.

53. Key Personnel, please confirm that resumes are required only for identified key personnel and not for all proposed representative or non-key personnel.

Answer: Please refer to question no. 32.

54. Subcontractor(s), can the Government verify that subcontracts to "similarly situated entities" will count toward compliance with the Limitations on Subcontracting requirement at FAR 52.219-14?

Answer: Subcontracts with “similarly situated entities” will not count towards compliance with FAR 52.219-14.

55. Major Task Timeline, Task 11 Turnover at the end of the Contract shows a due date of

September 2021; should this date be September 2025?

Answer: For budgeting purposes, please include a budget for Task 11 in the base and each option year.

General Questions:

56. The current data collections activities (i.e., N-SUMHSS, TEDS, I-BHS (to be I-TF), MH-CLD, MH-TEDS, augmentation screeners, etc.) are all in varying places with regard to OMB clearance, extensions, request for comment, etc. For example, it appears that the N- SUMHSS posted for public comment in mid-June 2020. Can SAMHSA clarify if the contractor is responsible for obtaining/renewing OMB clearances as a part of this contract?

Answer: SAMHSA is responsible for ensuring that the OMB documents are submitted on time. The COR will request assistance from the contractor as needed regarding documentation.

57. Can the government provide information on the current status of OMB approval for the

N-SUMHSS survey?

Answer: The N-SUMHSS OMB package has been submitted and we are awaiting approval.

Attachment 1a_PWS Questions:

58. Reference PWS Section B, Page 3. The objectives state “The Contractor shall also be responsible for planning and designing new data collection instruments and procedures during the Base Year of this contract.” Will you provide information describing the new data collection instruments that the contractor will be responsible for designing?

Answer: The incumbent contractor will provide previous survey documentation to assist in the development of the N-SUMHSS web instrument. SAMHSA is currently drafting NSUMHSS paper questionnaire, and the new contractor is expected to implement the paper, web, and CATI versions of questionnaire.

59. Reference Task 1.b, Page 8. For budgeting purposes and in light of the ongoing COVID-

19 pandemic, please confirm that we should plan for an in-person kickoff meeting.

Answer: Please refer to question no. 34.

60. Reference Task 1.b, Page 8. Are travel costs provided in Task 1b for budgeting purposes the only travel that offerors should expect to undertake during the contract period of performance?

Answer: Yes.

61. Reference Task 1.b, Page 8. What GFE will transfer from the incumbent vendor should the contract be awarded to a new vendor?

Answer: There is no Government Furnished Equipment under this contract.

62. Reference Task 1.d, Page 9. Guidance provided for reference, detailing the information provided in the current Project Tracking Report, includes data points at a monthly level.

Is this level of detail required in each Weekly Report?

Answer: The weekly reports are generally high-level status reports. The incumbent contractor will provide previously reports examples.

63. Reference Task 2, Page 11. The Government states that the total number of listings maintained in the current system (including all active, inactive facilities, facility that may be administrative only, etc.) is 134,379. However, in the last paragraph under Task 2 of the PWS, the Government states "For reference, as of February 2020, I-BHS (to be renamed I-TF) maintains current and historical information on about 68,793 active and inactive treatment, administrative, and other non-treatment facilities.” Can the Government clarify the difference between these two total counts?

Answer: The numbers change on an on-going basis during data collection.

64. Reference Task 2.b(b), Page 13. The Government states that “…the Contractor is responsible for any travel arrangements and costs associated with assembling interviewers at the training site.” Can SAMHSA confirm that depending upon the current guidelines regarding the COVID-19 pandemic, that remote training of CATI interviewers is acceptable?

Answer: Due to the circumstances, for the foreseeable future, all in person meetings or trainings are anticipated to be virtual.

65. Reference Task 3, Page 13. In paragraph 2, it is noted that the N-SUMHSS survey has already been developed by SAMHSA. For purposes of budgeting, can the government provide a copy of the draft survey?

Answer: The draft of the N-SUMHSS is still in progress and will be provided once the contract is awarded in September 2020. The N-SUMHSS is a combined survey of the N- SSATS and the N_MHSS and most of the questions from both surveys were kept.

66. Reference Task 3.b, Page 15. For budgeting purposes can the government provide guidance on anticipated costs associated with first and second N-SUMHHS survey packet mailings? E.g., estimated number of packets and mailing cost per packet.

Answer: No anticipated cost is known since this will be a redeveloped survey.

67. Reference Task 3.a(b), Pages 14 and 15. The Government states that the contractor will work with “SAMHSA and the COR to help determine infrastructure requirements so SAMHSA can help build out an environment on the SAMHSA AWS Cloud or help develop specifications for an approved AWS Cloud environment outside of SAMHSA if deemed the best solution.” For the N-SUMHSS survey, is SAMHSA open to utilizing a contractor-hosted survey platform to achieve development, deployment and licensing efficiency if the platform meets all SAMHSA operational and security requirements and the resulting datasets are stored in a back-end environment built within the SAMHSA AWS Cloud?

Answer: All work related to the SAMHSA AWS Cloud is still in the planning phase. DTM will provide the information to new contractors once the contract is awarded.

68. Reference Task 3.b(t), Page 15. Will you define the term “editors” in the context of this subtask and activity?

Answer: Editors are the people responsible for evaluating the paper questionnaires and editing the information. As part of the editing process, they might be required to contact the facilities for missing or inconsistent information.

69. Reference 3.a(f), Page 15. Can SAMHSA confirm how frequently the N-SUMHSS operation manual is required to be updated (e.g. monthly, quarterly)?

Answer: Operation manual is required to be updated every year.

70. Reference Task 3.b, Page 15 the Government states that the web-based version of the questionnaire should be developed to allow for variables to be prefilled with previous year’s information for those fields that do not often change from year to year. For budgeting purposes, does the Government expect the web-based version of the first cycle of N-SUMHSS to be pre-filled with previous cycle’s data from N-SSATS and N-

MHSS?

Answer: Yes, if questions are the same from the previous surveys, we will try to ensure that prefills will remain the same to help in reducing respondent burden.

71. Reference Task 3.b(c), Page 15. In the PWS, a link for the BHSIS Resource Center is provided however access requires a username and password. To allow offerors to fully understand the scope of the requirements, can offerors be provided access to this website?

Answer: No, the BHSIS Resource Center currently has private contract information.

72. Reference Task 3.b(l), Page 16. The Government states that the “contractor shall also develop, subject to COR’s review and approval, a plan for imprinting facility mailing information and other facility identifiers on the questionnaire.” Based on this Task, can SAMHSA confirm that printed paper questionnaires will be tailored for each facility in the database?

Answer: Printed paper questionnaires have one version only. For mailing purposes, the printing must include a label with the mailing fields.

73. Reference Task 3.b(m), Page 16. The Government states that contractors are required to

“develop respondent letters, paper questionnaires, and other related documents in Spanish for facilities operating in Spanish-speaking areas, and also provide bilingual interviewers for the CATI mode of the survey and assist with the helpline.” Will the online version of N-SUMHSS also be programmed in Spanish?

Answer: Not done right now with N-SSATS/N-MHSS. Only paper questionnaires are translated and sent to facilities serving Spanish-speaking populations. Ideally this is something we would like to do and further discussions are needed to implement.

74. Reference Task 3.c, Page 17. The opening paragraph of this task states “This Task requires the Contractor, in collaboration with the COR, to develop a ’mini N-SUMHSS’ and procedures for the ongoing collection of these data and inclusion in the I-TF and BH Locator.” Are the mini N-SUMHSS and associated documents provided in both English and Spanish?

Answer: No letters for the minis are currently in Spanish. If the respondent requires to do the mini in Spanish, one of the bilingual interviewers can take care of assisting the respondent to complete the form over the phone.

75. Reference Task 3.c(c), Page 17. The Government notes that the estimated burden for the mini N-SUMHSS is 45 minutes. Can the Government provide an estimated survey burden for the N-SUMHSS survey?

Answer: The estimate for the mini is based on facilities that provide both mental health and substance use treatment services. The N-SUMHSS survey should take approximately 40 minutes to complete.

76. Reference Task 3.c(c), Page 17. Please confirm that there is no paper version of the mini

N-SUMHSS.

Answer: There is no paper version of the mini. This operation is done over the phone.

77. Reference Task 3.c(e), Page 17. The PWS states that the contractor shall “add new State-approved facilities to its tracking system for the ’mini N-SUMHSS’ on an ongoing basis, sending letters or faxes to each facility director invite the facility to participate in the ’mini N-SUMHSS.’” Can SAMHSA please clarify if questionnaires provided as part of this data collection must be imprinted with the facility mailing information and other facility identifiers as with the main N-SUMHSS questionnaire?

Answer: The mini surveys collect information needed to update I-TF (formerly I-BHS) to ensure that facilities are classified correctly and receives surveys if applicable.

78. Reference Task 7.a,(c), 7.b(c), and 7.c(c), Page 23. The Government states that the contractor will be “producing analytic files and reports per direction from the COR and SAMHSA which may include, but is not limited to, tables, graphics, and text for reports.”

For budgeting purposes, can SAMHSA provide more detail regarding the scope (size, length, color/B&W, timeline for delivery) of these analytical and reporting Tasks?

Answer: Please visit SAMHSA site for sample reports at https://www.samhsa.gov/data/data-we-collect

79. Reference Task 7.a(h), 7.b(g), 7.c(f), and 7.d(d), Page 23. In the PWS, it states

“conducting ad-hoc data analyses, and providing tabulations at any time, per the direction of the COR, and…” For budgeting purposes, can SAMHSA provide more detail regarding the scope of these Tasks (avg. number of requests, timeline for completion)?

Answer: The frequency and timeline of the Ad-hoc analyses are at the discretion of SAMHSA leadership.

80. Reference Task 9.a, Page 27 and 28. Please confirm that all technical assistance will be provided virtually.

Answer: All meetings with the States reps are currently done virtually.

81. Reference Task 10.a, Page 29. For budgeting purposes, can the Government provide more specific parameters for each special project including estimated number and level of FTEs per project, timelines, and expected products and deliverables?

Answer: This information isn’t known. Special projects are at the discretion of SAMHSA leadership.

82. Reference Task 10.b, Page 30. Please articulate what agreements for physical server space and associated costs, paid for under the current contract, an incoming vendor may have to inherit/take over?

Answer: The incumbent contractor will provide all agreements that need to be transfer to the new contractor when the contract is awarded.

Attachment 1b_ General Requirements Questions

83. Reference Page 1. Please clarify whether a narrative response to the requirements of SAMHSA’s General Requirements is required with proposal submission. If it is required, may it be included as an appendix that is not part of the 100-page limitation?

Answer: Please refer to the Business Proposal Instructions, page 49 of the RFP.

“Offerors must submit a budget and a narrative for each of the IT resources proposed and an IT Technical Approach for accomplishing the tasks described in the PWS.”

https://www.samhsa.gov/data/data-we-collect

84. Reference Page 1. Please clarify whether an Earned Value Management System is required for this procurement.

Answer: An Earned Value Management System is not required.

85. Reference Page 2. May the Draft IT Plan be included as an appendix that is not part of the 100-page limitation?

Answer: The Draft IT Plan can be included in the Business Proposal.

86. Reference Page 5. Please clarify whether the overall risk level designation for BHSIS is

“Low” (per General Requirements page 5) or “Moderate” (per PWS Task 1.a).

Answer: Please refer to question no. 3.

Attachment 1d_Technical Documentation Questions

87. Reference Page 13. The I-BHS data flow description states “The I-BHS expansion will include the same types of data for mental health treatment facilities as is provided for substance abuse treatment facilities nationwide.” Please describe the proposed I-BHS expansion and confirm that this requirement is an activity within Task 2: Inventory of Substance Abuse and Mental Health Treatment Facilities (I-TF), Task 2.b: I-TF Updates?

Answer: The I-BHS is renamed the I-TF and the work will remained the same as stated in the PWS under Task 2.

Attachment 2_QASP

88. Reference Task 3, Page 2. Phasing out and archival of N-MHSS and N-SSATS is included.

Under Task 7 the final data files and reports for N-MHSS and N-SSATS are included.

However, Tasks 3 and 7 of the PWS do not include work on N-MHSS and N-SSATS. Can SAMHSA clarify whether this solicitation includes sunsetting of N-MHSS and N-SSATS?

Answer: It does not include sunsetting of N-MHSS and N-SSATS.

BHSIS RFP Questions

89. Reference Section L.2.b.5.e. Key Personnel, Page 46. Item L.2.b.5.e.1 identifies Project Director as the first key individual. Attachment 1a_PWS identifies the Project Manager when describing Task 1 requirements. Are the Project Director and Project Manager considered the same individual?

Answer: Yes.

90. Reference Section 508, Page 50. Please clarify which Sections of the Section 508 standards and Product Accessibility Template are applicable to BHSIS.

Answer: Please respond to all sections of Attachment 17, HHS Section 508 Evaluation Template.

91. Reference Proposals from Subcontractors or Other Collaborative Partners, Page 50.

Please confirm that the language that states that “separate submission of proposals by subcontractors or collaborative partners is not permitted” is an error and that separate sealed proposals will be accepted from subcontractors of the Prime Offeror, as indicated in other sections of the RFP, including Attachment 16 – Sealed Proposal Cover Page & Instructions.

Answer: The prime Business Volume can contain all subcontractor sanitized prices and information, but the subcontractor will need to provide its proprietary information under a sealed proposal.

92. Reference Section M. Evaluation Factors for Award, Page 56. In Factor III Corporate

Experience and Facilities, please clarify the statement “The proposal shall provide an example of related past experience ... demonstrating experience executing the following tasks.” Please confirm that offerors can provide multiple past experience examples that collectively address all stated tasks rather than a single contract.

Answer: Please provide multiple past experience examples that collectively address all the stated tasks.

93. Reference Section M. Evaluation Factors for Award, Page 57. Please confirm that the definition of “offeror” provided in the Past Performance Information evaluation factor (“the term ‘offeror’ is inclusive of the prime, predecessor companies, key personnel, and subcontractors”) applies to the solicitation as a whole.

Answer: Correct.

94. PWS, Task 9d states that the Contractor is responsible for making payments to the SSAs and SMHAs that will not be burdened with any indirect costs or fee. The spreadsheet provided (Attachment 14) does not appear to have a cell where the budget number provided by the Government for these payments can be included without any burdens.

Can the Government clarify how these payments should be handled and accounted for in the overall cost proposal and backup detail?

Answer: The state payments should be included with the Total Non-IT Contract Costs in Attachment 14. The state payments should be included in the offerors’ business proposal as a separate cost element without any burdens. Please refer to Attachment 13 for details on cost breakdown.

95. Can the government confirm that meetings specified in the RFP are intended to be in-person for the performance of the contract?

Answer: As in previous years, most meetings are done via conference calls or webinars.

On-site meetings are only scheduled as needed.

96. Regarding Task 9 and State Payments and Agreements, does the government expect to transfer or pay money to the contractor to, in turn, make payments to the states? Or, will the contractor simply manage government funds and transfer those monies directly to the states? Are these funds considered ODCs (Other Direct Costs)?

Answer: Yes, the contractor will make payments to the states. These funds are not considered ODCs, it is State Grant Monies.

97. Can copies of the SSA and SMHA agreements be provided to bidders so we can fully understand the terms of the agreements?

Answer: State payment agreements will be provided during transition activities. The state agreement explain the purpose and what is expected of the states during data collections periods and the frequency.

98. Would the government like bidders to provide unburdened labor cost in the subcontractor proposals for attachment 15?

Answer: Please provide fully burdened subcontractor costs in Attachment 15.

99. Instructions state "A complete cost proposal in the same format as the offeror's cost proposal" is required for each subcontractor's sealed submittal. Does the sealed cost proposal include only Attachments 13, 14 and 15?

Answer: Yes, the sealed proposal should include the same detail as outlined in the Business Proposal Instructions starting on page 46 of the RFP.

100. Should SF 33 forms be included Volume II Business Proposal? Will Amendments be acknowledged on the SF 33 form or acknowledged on the Amendment's SF 30?

Answer: SF33 forms do not need to be included in the Business Proposal. Amendments will be issued on the SF30 form.

101. Letters of Commitment are required in both Volume I Technical and Volume II Business proposals. Can Letters of Commitment be included in only one of the volumes or should they be duplicated in both volumes?

Answer: Letters of Commitment can be included only in the Technical Proposal.

102. In Section B of the PWS, please confirm the dates of contract turnover in Task 11 on the Chart of Anticipated Major Task Timeline.

Answer: For budgeting purposes, please include a budget for Task 11 in the base and each option year.

103. RFP file/page 50/Past Performance Information. In lieu of client past performance forms, may Offerors and their subcontractors provide project-specific Contractor Performance Assessment Reports (CPARs)?

Answer: Please refer to question no. 38.

104. Section L.2.b, Technical Proposal Instructions (page 43 of the solicitation) states that the Technical Proposal must be in portrait orientation. Would SAMHSA consider allowing pages with staffing tables included in the Technical Proposal PDF to be landscape, to improve readability?

Answer: Yes

105. Section L.2.c, Business Proposal Instructions (page 46 of the solicitation) states that the Business Proposal must be in portrait orientation. Would SAMHSA consider allowing budget pages included in the Business Proposal PDF to be landscape, to improve readability?

Answer: Yes

106. Section L.2.c states that "Separate submission of proposals by subcontractors or collaborative partners is not permitted, and proposals submitted in that manner will not be accepted or further considered by the Government." In RFP section L.2.c.2.e the RFP states subcontractors may submit sealed packages. Please confirm the intent of L.2.c.9 is that the prime Business Volume contains all subcontractor sanitized prices and information but that the subcontractor can still provide its proprietary information under a sealed proposal.

Answer: Please refer to question no. 91.

107. Section B.3.a states that certain costs shall not be "allowable" as direct costs.

This list contains items that our established accounting policies and procedures explicitly state are to be charged directly. As an RFP cannot, per the FAR or CAS, require contractors to violate established accounting policies and procedures, we request that the Government clarify these RFP-specific requirements. For example, the Government states that the "Purchase or lease of any personal computer, related item of hardware, or software, regardless of dollar value;" "shall be unallowable as direct costs". Our established policy is to charge any costs directly identifiable with a cost objective as a direct cost to that objective. If this RFP requires us to charge these costs indirectly, this will cause us to violate CAS 402, Consistency in Allocating Costs Incurred for the Same Purpose. This requirement also violates similar guidance in the FAR and under DCAA and HHS auditor guidance.