QuestionsPosted7Aug2013_(2).docx

Questions and Answers August 7, 2013

1. Question: “It has been our experience from working on responding to efforts of similar size and scope that the time frame for a response of this size and complexity typically has a 1 month time frame. This RFP solicitation was released on the Fed Biz Opps website on August 1st, with a submission date of August 16th, which is only about two weeks’ time and half the time frame given for a typical response of this nature. To that end we would respectfully ask if it is possible to extend the submission time frame by two more weeks” [sic]

Answer: The President, through the Presidential Initiative, Protecting Our Workers and Ensuring Reemployment (POWER), has tasked the US Department of Agriculture with streamlining the collection and management of Safety & Health incidents and Workers’ Compensation data to standardize processes, improve case management capabilities, streamline data integration and achieve compliance with Department of Labor (DOL) policy, interface, and reporting requirements. The FS, as they had already been working towards this goal, was identified as the lead Agency to accomplish this goal. With this oversight, the goal is to execute a contract and start transition in the very near future. As this is considered a commercial acquisition, and the products and service are readily available in the commercial marketplace, it has been determined that the FS will receive adequate competition and still be able to execute based upon a shortened acquisition timeline, but in order to achieve greater completion, we are extending the closing date to 06 September, 2013. Please see the Amendment.

2. Question: Will the integrated OSOH/WC SaaS solution procured through this contract completely replace the existing SHIPS system provided by IHS Global?

Answer: Yes that is what is currently anticipated.

3. Question: Does FS require the SaaS solution provider to use a single COTS tool to address both the OSOH incident tracking and reporting, and WC case management needs? Or will FS accept two separate SaaS tools, one for OSOH incident tracking and reporting, and one for WC Case Management?

Answer: We do not intend to dictate how you accomplish the requirements. Our expectation as expressed in the documentation is that we will have a mature tool that is fully-integrated between OSOH and WC.

4. Question: The Forest Service 08-Nov-2012 RFI and Draft SOW referred to this requirement as SHIPSII. Is it significant that this RFP does not include any references to SHIPS II?

Answer: No, the fully integrated system will replace the current SHIPS system. This would be considered SHIPS II but it is not relevant that SHIPS II is not referenced in the solicitation.

5. Question: RFI WOAQMITRFI005 Q&A #5 posted on 15-Nov-2013 on FedBizOpps stated…“Currently, "RightNow" and "Remedy" platforms are used.”

a. Question: Do FS staff use RightNow and Remedy licenses to access both OSOH incident tracking and reporting, and WC case management?

Answer: No, we are not using either one of those products

b. Question: Does SHIPS currently require the use of any other COTS software licenses?

Answer: No, we are not using either one of those products

6. Question: The Government limits each reference in the Past Performance Information Document to 1 page; however, the requirements themselves are 1 page long. Would the Government consider extending the limit to 2 pages per reference?

Answer: One page is sufficient to provide the requested information.

7. Question: Please explain where in Volume II to place a description of our software solution.

Answer: This is at the offerors’ discretion.

8. Question: Are hard copy volumes required with submission or is it satisfactory to submit the entire proposal via email with attachments?

Answer: No hard copy volumes are required.

9. Question: If our employees have already signed NDAs with other USDA sub-agencies, will that meet the NDA requirement for this contract?

Answer: NDAs are specific to each acquisition and must be the NDA provided with this RFP.

10. Question: Under Section 1, “Supplies or Services and Prices,” the Government lists a range of users starting with 45,000 – 65,000. What is the estimated ratio/number of users processing claims/incidents compared to public users who will be electronically filing claims and checking on statuses?

Answer:

FS has 30 Full Time Equivalent (FTE) for WC Case Managers that would need full time access to the system. FS has up to 200 Safety Managers who would need access to the system but on a casual basis (e.g., to run reports, perform research, approximately 1-2 hours per day)

FS employees are roughly 45,000 FTE, casual/non-employee users may reach up to 100,000 users.

We have limited knowledge of the other USDA Agencies power user base; however we would assume they would have the same ratio to employees as FS.

11. Question: How many concurrent users are expected to need access from a user community of 45,000 – 65,000 named users?

Answer: See answer to question 10

12. Question: How many concurrent users are expected to need access from a potential user community of 65,000 – 85,000 named users?

Answer: See answer to question 10

13. Question: How many concurrent users are expected to need access from a potential user community of 85,000 – 105,000 named users?

Answer: See answer to question 10

14. Question: How many concurrent users are expected to need

Answer: See answer to question 10

15. Question: How many concurrent users are expected to need access from a potential user community of 105,000 – 125,000 named users?

Answer: See answer to question 10

16. Question: What type of hosting is required? At the offeror’s site or at USDA?

Answer: The solution will be assumed to be hosted by the USDA FS third party vendor at the third party vendor location in St. Louis MO and Omaha, NE.

17. Question: With regards to SaaS pricing, is the Government only entertaining Software as a Service, or is the Government open to purchasing the software licenses?

Answer: We are only interested in Software as a Service.

18. Question: Will there be any small business subcontracting plans and reporting required of the contract awardee even if such contractor is a small disadvantaged business?

Answer: No additional specific goals are established for this requirement.

19. Question: Are there any other contractual terms and conditions to be included in a contract award not otherwise delineated in the RFP and PWS?

Answer: No other terms and conditions will be captured unless the proposed approach requires additions.

20. Question: Do you have a comprehensive document or system mapping that shows all the data/systems that you wish to be integrated into your selected solution. The type of system and frequency of refreshing of data (if not a one-time feed) would be very beneficial as well.

Answer: No we do not have this type of documentation. We have included all relevant information for the interfaces in the SOO Section 12, Attachment D and Attachment E.

21. Question: Can you please provide further information on type of access you require for each of your desired user types and quantity of each description you desire. (Number who just report new incidents vs. those who manage claims, etc.) This additional information will aid in development of the best possible pricing for USDA Forest Service’s userbase.

Answer: See answer to question 10

22. Question: The timeline from posting of the RFP to due date is approximately 2 weeks which is a rather aggressive timeline. Are there any factors contributing to this quick of a timeline?

Answer: See response to question one above.

23. Question: Regarding the reference letters from our clients. (Past Performance Questionnaires – Att. 3) How many are required? They appear to be due 8/16/13. Would the Department consider an extension of the timeline for our clients to submit these since the ability to get these in on time is out of each prospective vendor’s control?

Answer: We will evaluate all responses received that are recent and relevant and provide an assessment of the quality of effort provided.

24. Question: Page 18, 3.2.9 of the solicitation indicates that CD copies are required; however, page 14, item 2.2 indicates that responses can be submitted via email. Is just an email submission acceptable?

Answer: Good catch. CD rom will not be required to be mailed. Only e-mail files. Will issue an Amendment to the RFP. In addition, reference page 5, paragraph number 16 will be revised to delete “mailed”.

25. Question: Is a Section 508 VPAT required as part of a proposal response or at time of contract award? If required for the proposal, where should the VPAT be provided? And does it count against the stated page limits?

Answer: This is required as part of your proposed response. VPAT is a separate document and not included in the page count.

26. Question: The solicitation outlines bands of total potential users that could report injury, illness, and accidents via the portal. What are the total USDA case worker named users that would need access to the solution?

Answer: The bands are to reflect FTE as described in Attachment J, but this does not include casual, non-Employee, volunteer, etc. that may need to access the system to record Safety incidents. For additional information, refer to question 10.

27. Question: SOO Attachment C requirement IPS-24 indicates a SLA requirement of 99.9% uptime, however, requirement IPS-21 indicates 98%, what is the uptime requirement?

Answer: As stated in the requirements (e.g.,) means for example, the numbers provided are an example. However, we would like the vendors to propose their system uptime that they can meet.

28. Question: SOO Attachment C requirement IPS-8 and IPS-8.1 are both about Section 508 compliance. What does '(target center)' mean in IPS-8 requirement?

Answer: Target Center references the USDA Target Center that vendors will need to test the accessibility of the system. Target Center provides a certification of compliance.

29. Question: SOO Attachment C requirement IPS-7 indicates adherence to USDA web standards. Can FS provide vendors with a copy or link to these standards?

Answer: FS will issue an Amendment to include the USDA web standards.

30. Question: SOO Attachment C requirement IPS-26 through IPS-27 references USDA Incident Management Policy. Can FS provide vendors with a copy or link to this policy?

Answer: FS will issue an Amendment to include the USDA Incident Management policy.

31. Question: Attachment 1 SOO page , Section 21 - Security Language for all Contracts/Agreements states, "By accepting this contract/agreement, the contractor/cooperator and other external organizations (hereafter called contractor) providing IT services to the FS agrees to comply with the applicable IT security policy, as outlined in this document". Can FS provide vendors with a copy or link to this policy? We did not see an IT Security Policy outlined in this document other than Section 21.

Answer: See answer to question 30

32. Question: Is there a format for the text response besides the attachments that you would like us to use?

Answer: Please refer to paragraph 3.2.2. of the Instructions.

33. Question: Are the user licenses meant to be assigned by name, first and last, or would a site or group license with concurrent but anonymous access be an option?

Answer: Yes, our preference is for anonymous concurrent licensing.

34. Question: Can you provide (or direct me to) a list of locations/sites that would be the basis for user access and claims assignment?

Answer: FS has a workforce deployed on a global scale.

35. RFP_Attachment_1_FS_WC_OSOH_SOO. In page 5, "The means by which this claim is submitted and tracked is handled differently across the USDA Agencies. Some have limited tools to assist with this process; some use manual processes and other Agencies have outsourced"

a. Can you specify the entities the process is outsourced to?

b. Can you specify the tools used to assist with the process?

Answer: This was provided for informational purposes only. For the purpose of this proposal, this information is not relevant since the only data that would be migrated is incident data from the Safety and Health system.

36. RFP_Attachment_1_FS_WC_OSOH_SOO. In page 5, "This system would be used for reporting, tracking, invoicing and recordkeeping from the point of incident to the closure of any claim associated with the incident."

a. Are you referring to an internal invoice created within the Forest Service?

Answer: This refers to internal processes only.

37. RFP_Attachment_1_FS_WC_OSOH_SOO. In page 6, "A seamless transition from existing systems/processes to the contractor’s system"

a. Question: Can you specify the existing systems and technologies used within the Forest Service to manage the WC claims that will be replaced by the new system?

Answer: There is no existing technology or system to manage WC claims

b. Question: Can you specify the existing processes used within the Forest Service that will be managed by the new system?

Answer: Please refer to Attachment B of the SOO.

38. RFP_Attachment_1_FS_WC_OSOH_SOO. In page 7, " the Department’s EDI with the DOL"

a. Question: Is the EDI currently working in a production environment with the DOL?

Answer: No, it was developed and tested with the DOL, however not in a production environment.

39. RFP_Attachment_1_FS_WC_OSOH_SOO. In page 9, " Coordinate with the FS and current contractor to define transition activities"

a. Question: Is the current contractor GDCII ? IHS Global, Inc.?

Answer: The current contractor for SSO and hosting is GDCII and for SHIPS is IHS.

40. RFP_AG-7604-S-13-0033. In page 16, " The Offeror shall deliver their quote (one Softcopy sent via e-mail) " and in page 18 " 3.2.9 Electronic Offers: The Offeror shall submit all volumes in electronic format, using a virus free CD-ROM. "

a. Question: Can you specify which documents need to be emailed and which need to be submitted via CD-ROM?

Answer: All documents should be e-mailed to the Contracting Officer. An Amendment will be issued to remove reference to CD ROM and “mailed”.

41. RFP_AG-7604-S-13-0033. In page 18, " VOLUME I - PAST PERFORMANCE"

a. Do we need to send one past performance questionnaire and 3 summaries or do we need to send a questionnaire for each one of the clients identified in the past performance summaries.

Answer: The offeror does not provide past performance questionnaire’s as part of their proposal, only the past performance summary per RFP Instructions Table 3.1 and paragraphs 4.2.1.3.1. and 4.2.1.3.2.

42. Question: Would the FS consider a 2 week extension of the RFP response due date?

Answer: See response to question one above.

43. Question: Given the critical nature of including all the materials necessary for a compliant response – can USDA provide a checklist of all required response items?

Answer: No checklist will be provided.

44. Question: Is it an expectation that the prospective vendor’s pricing would include the ability for other USDA agencies to utilize the system or is the expectation that that additional pricing for these agencies would be contemplated at a later date as they determine their interest?

Answer: The CLIN pricing structure for Operations and Maintenance includes four pay bands based on number of users. As Agencies come on board and additional users are added, payment will be made under the appropriate pay band for number of users during that month.

45. Question: Due to the nature, size, scope and complexity of this RFP response will the USDA entertain responses that do not meet 100% of the template requirements? For example:

Past Performance evaluations – Vendor cannot commit that these evaluations will be completed by our clients in a timely manner (vacation schedules, unavailability) are posing risk for completion in the time provided.

Answer: The FS will evaluate what information is received at time of closing to assess the offerors’ probability of performance.

46. Question: Do you suggest moving forward with a response if certain factors of the RFP are not answered 100%? Will this eliminate the vendor from making it to the demonstration stage of the project and ultimately being considered for the work?

Answer: If proposal is found to be non-responsive to all areas of the RFP, offeror may not be invited to provide a demonstration.

47. Question: Did we hear you correctly, did you say that the application and Oracle/SQL Server database must be installed on site at USDA or on USDA’s private cloud? Meaning that totally external public facing SaaS offerings will not be accepted. Or will you accept proposals of both types of solutions?

Answer: We will accept proposals of both types; however the preference is that it be hosted with our third party vendor.

48. Question: Must we have our full team in place at this time?

Answer: Not clear what “time” is being referred to.

49. Question: Is there any reason why we are not considering MBE

Answer: Not sure what “MBE” you are referring to.

50. Question: What is secure maintenance of data - Page 5

Answer: See Response to question 30.

51. Question:

a. Is data housed with you or somewhere else?

Answer: Current data with our Safety and Health system is housed with our third party vendor. The expectation is that the new solution is hosted with our third party vendor and all data rights belong to the government.

b. Question: Where do you want it to migrate?

Answer: It is assumed that the hosted solution will be at our third party vendor.

c. Question: Do you want it in our data plan?

Answer: Yes

d. Question: DBA?

Answer: It is assumed that the vendor would require the services of a DBA to accomplish the data migration, at the very least.

52. Question: Will we turn software over to you or maintain cloud service?

Answer: Assuming the solution is hosted by the FS third party vendor, in general software would need to be pushed by the hosting engineers.

53. Question: Section 5.1 Incedent #'s - Will they generate through some external system?

Answer: It is assumed that it will be generated from the solution selected.

54. Question: We need some lead into user community. Can we contact the user community before contract is awarded?

Answer: All communications with USDA employees must be accomplished through the Contracting Officer until an award is made.

55. Question: When must the Contacting Officer receive our "Responses to Past Performance Questionnaires"? Before or after we submit our RFP's?

Answer: Responses to past performance questions are required at closing of the RFP, 06 September 2013.

56. Question: Will Forest Service release a list of attendees at the Pre-proposal conference?

Answer: No list of participants will be published.

57. Question: Is your intent to eliminate all paper processing? If so, is the data to resemble your current forms and documents?

Answer: Where feasible it is our intent to reduce dependency on paper processing. The data in the solution should be capable of producing the required forms.

58. We believe there to be advantages to the system solution being hosted by the Vendor. Can you please outline:

a) Question: your expectations on available options for hosting of the solution

Answer: See answer to question 47

b) Question: specifically whether USDA is willing to consider a vendor (proposer) hosted solution

Answer: See answer to question 47

59. Question: RFP. Page 44, sub paragraph (i) refers to government allocation of funds on specific dates in year 200X. Can we assume that applies to years 201X?

Answer: You are correct. This was a typo and will be corrected in the forthcoming amendment.

60. Question: The RFP references ORCA, however, the System for Award Management (SAM) states “The System for Award Management (SAM) is the Official U.S. Government system that consolidated the capabilities of CCR/FedReg, ORCA, and EPLS.” Therefore, is registration in SAM sufficient?

Answer: Registration in SAM is sufficient if you have completed all of your reps and certs within SAM.

61. Question: Will USDA/FS incur all costs associated with GDC hosting the solution?

Answer: Yes

62. Question: Will FS/GDC provide a list of the NIST-800-53 Revision 4 Security Controls that are required to be met by the vendor’s software application for the Certification & Accreditation process?

Answer: For solution hosted by the third party vendor your responsibility would only extend to ensure the security standards are met per the software.

63. Question: Is GDC Integration, Inc. (GDCI) eligible to be a prime or subcontractor on this bid?

Answer: There are no known restrictions upon GDCI participating unless they are prevented due to an OCI IAW FAR Part 9.5.

64. Question: Is the incumbent IHS Global eligible to be a prime or subcontractor on this bid?

Answer: There are no known restrictions upon GDCI participating unless they are prevented due to an OCI IAW FAR Part 9.5.

65. Question: USDA has requested a Firm Fixed Price bid by CLIN. Attachment 6 requires burdened and unburdened rate detail for labor. Generally, this information is not required for FFP bids. Did the Government intend for bidders to provide this for all labor CLINs or only for the “cost plus” CLIN?

Answer: Since your proposal will be in response to a SOO, and each offeror will propose a unique approach, the government will evaluate your proposed cost based upon your approach, and not in comparison with any other offerors approach. Therefor it is appropriate to request and evaluate this information.