Response_to_Questions_for_RFP_No_AHRQ-16-10004.pdf

Electronic Dissemination, Information Resources (IR) and Virtual Library Support

AHRQ-16-10004

Proposal Questions

Thank you for your interest in this Request for Proposal (RFP). Below is a key to the responses to the questions found on the following pages:

• “No solicitation amendment necessary” – This response is given when 1) the requirements are clearly articulated in the solicitation to the maximum extent possible, 2) the information is not available or 3) dependent on approach.

• “Please see solicitation amendment” – This response is given if the response to the question affects a revision to the RFP. Please see the amended RFP posted to Federal Business Opportunities.

• A response to the question is provided - A response/answer is given if clarification is necessary, but the response does not require an amendment to the RFP.

Solicitation No. AHRQ-16-10004 Response to Questions Electronic Dissemination, Information Resources (IR) and Virtual Library Support Page 1 of 14

1. Page 5, Section B.3 - Is there a ceiling on the number of labor categories that may be proposed?

No solicitation amendment necessary. There is not a ceiling on the number of labor categories proposed. However, the labor categories should be applicable to the requirement.

2. Page 6, Section B.3 - Would the Government please confirm that we are to propose labor only for Task Order 1 and 2? Will there be any anticipated ODCs or travel?

No solicitation amendment necessary. Task orders 1 & 2 will be Labor Hour task orders therefore other direct costs, including travel are not applicable.

3. Page 6, Section B.3 - In regards to the calculation of the Total Ceiling Price for Task Order 1 and 2, would the Government please clarify if a Full-Time Equivalent (FTE) should be based off 1920 or 1880 labor hours?

No solicitation amendment necessary. The full time equivalent should be based on each offerors full time equivalent.

4. Page 13, Section C.2 - How many IR Research Support Librarians are currently supporting the contract?

No solicitation amendment necessary. Dependent on approach.

5. Page 14, Section C.2 - In regards to web services, will AHRQ provide the hosting environment and hardware?

Please see solicitation amendment

6. Page 14, Section C.2 - The scope for this CLIN "Maintain AHRQ Web Site Content" includes task "Administer and manage AHRQ Intranet". Can the government clarify the scope for this requirement? Please see solicitation amendment.

Does this pertain to only the Web Site Content Management system or all the servers, networks and other aspects of the AHRQ intranet. There is no server maintenance involved.

Can the government provide qualitative and quantitative information such as number of servers etc. to be covered by this requirement? Not applicable.

7. Page 15, Section C.2 - What are the existing website URLs?

Please see solicitation amendment (table in Attachment F).

8. Page 16, Section C.2 - In regards to Content Management Systems (CMS), has AHRQ already procured licenses for the various platforms (Percussion, Drupal, Ektron, and custom CMS platforms)? Yes.

Also, will AHRQ require technical end-to-end support for the various CMS platforms?

No, only content .

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9. Page 16, Section C.2 - "Collaborate with OCKT Cloud vendor." Who is the current OCKT cloud vendor(s)?

Please see solicitation amendment.

10. Page 31, Section H.10.8 - "FISMA Continuous Monitoring." The RFP mentions use of available automated tools for FISMA monitoring. Does AHRQ currently have a tool in place performing FISMA Continuous Monitoring? If so, what tool is currently employed for Asset Management, Configuration Management, Vulnerability Management, Anti- Virus, and Patch Management?

Asset Management (although Nessus finger prints each system) - Asset Explorer Vulnerability and Configuration Management - Nessus security center Patch Management - Shavlik Protect Anti-Virus - Trend Micro

11. Page 32, Section H.10.10 - Does the current site have two factor authentication?

No.

If so, what tool is being used? Not applicable.

12. Page 32, Section H.10.22 - Is the current website on the cloud?

Yes.

13. Page 36, Section B.6(b) - Double spaced lines and a 35 page limit is the equivalent of a

17.5 page proposal. With two task orders to address, along with management, corporate experience, and key personnel, we request an increase in the page limit of 35 to 50 pages to ensure a high-quality response that covers the requirements. We also request that government allow the text to be single-spaced. We also request that the cover page and table of content be excluded from page count for technical approach.

No solicitation amendment necessary.

14. Page 70, Section L.7.D – The RFP states that: "The offeror shall provide resumes of proposed Project Director and key personnel." Can the government confirm that these key personnel are wholly the following: Web coders, developers, and IR research support librarians.

15. Page 70, L.D - Can offerors assume that there is no page limitations for Key Personnel resume submissions?

16. Page 70, Section L.8 - Does the government have a preference for how the five (5) past performance contracts are allocated amongst Prime and Subcontractor(s) within the offeror's team?

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17. Page 73, Section L.9(a) - Instructions state that "(a) Cost Proposal shall include a breakdown of the proposed labor rates by contract year and task, showing proposed total quantities per year including a discount. This discount should take into consideration the place of performance (Government site) and the equipment being provided by the Government."

As this is an IDIQ, and the provided tables in Section B only include columns for Labor Categories and Hourly Rate, would the Government please clarify the "showing proposed total quantities per year" requirement?

No solicitation amendment necessary. Please see Section B where proposed rates and ceiling costs for Task Orders 1 and 2 are requested.

Would the Government please clarify as to what equipment will be provided by the Government?

No solicitation necessary.

18. Page 74, Section L.9(b) - Instructions for Limitations on Subcontracting state "For purposes of complying with this limitation, the cost of contract performance incurred for personnel is defined as: direct labor costs and any overhead which has only direct labor as its base, plus the concern’s General and Administrative rate multiplied by the labor costs*.)" Would the Government please confirm that fringe benefits is to be included as part of the labor costs calculation in the spreadsheet?

No solicitation amendment necessary.

Should the calculation also include the corresponding profit/fee that is an element of the build-up to the proposed fully burdened hourly labor rate?

No solicitation amendment necessary.

Should the calculation include the Offeror's handling fees loaded on subcontractor labor (if applicable)?

19. Page 75, Section L.9(c) - Instructions state "(e) Resources: You shall provide acceptable evidence of your "ability to obtain" equipment, facilities, and personnel necessary to perform the requirements of this Contract. If these are not represented in your current operations, they should normally be supported by commitment or explicit arrangement, which is in existence at the time the contract is to be awarded, for the rental, purchase, or other acquisition of such resources, equipment, facilities, or personnel."

Would the Government please confirm that proof of a line of credit is acceptable evidence?

20. Page 76, Section M.1.A.c - Key Personnel - Can AHRQ clarify the key personnel labor categories for this effort?

No solicitation amendment necessary. Dependent upon approach.

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21. Attachment B - On page 81, would the Government confirm that if the Offeror intends to propose Labor Categories and Hourly Rates from published pricing such as a GSA Schedule 70, that the Cost Proposal will not need to follow the provided Sample Format for Cost Proposal.

No solicitation amendment necessary. The Sample Format Cost Proposal is not required to be used.

22. Attachment F, Page 2 - In Section 2 on page 90, does AHRQ have Drupal licenses that will transfer from the incumbent or do we need to budget for them?

Please see solicitation amendment. No you do not need to budget for them.

Drupal is open source.

23. Attachment F, Page 3 - In Section 3 on page 91, does AHRQ have WebEx licenses that

24. Attachment F, Page 4 - In Section 3 on page 91, does AHRQ have WebEx licenses that

25. The format of Section B.3 Supplies or Services and Price/Cost appears to be for a T&M or FPLH contract whereas Attachment B Sample format for Cost Proposal is set up for cost reimbursement, please clarify what type of award is anticipated for each task.

Please see solicitation amendment. A labor Hour award is anticipated for each

TO.

26. Are we to provide average estimated direct labor rates corresponding to each labor category for Section B.3 or are we to provide T&M billing rates for all labor categories?

27. For the list of websites and subsites in Attachment F-Request for Task Order 2, please provide the URL and specific technologies in use on each site.

No solicitation amendment necessary. Please see URL’s in Attachment F. For 3rd-level domains, it is not necessary to have their technologies. Contract will not require this information.

28. Given the information provided in Section C, Statement of Work, it is not possible for bidders to estimate the level of effort and labor categories required to arrive at a total price for each CLIN. Please provide information sufficient for bidders to estimate the two CLINs.

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29. Since it is not possible for bidders to submit compliant proposals without answers to the questions, please provide an extension of the proposal due date to 30 days after a response to questions is issued.

30. A PMP is one of the requirements for the PM. Must the bid PM have a PMP prior to proposal submission, or is it acceptable for the bid PM to have the PMP before award?

31. Are additional years of experience of the PM beyond the requirement be substituted for a PMP? No.

If so, how many additional years of experience are required to substitute for a PMP? Not applicable.

32. The RFP requires the bidder to demonstrate compliance with the established EIT accessibility standards. Given the page count required for HHS Section 508 Product Assessment Templates to present compliance, would the government allow bidders to submit the forms as an appendix to the Technical Volume outside of the 35-page count limit?

33. Please provide the Limitation on Subcontracting table and the Sample format for Cost Proposal in either Excel or Word to facilitate completion.

34. Page 2, Additional Information states “Proposals submitted in response to this solicitation must state that they are valid for a period of at least 120 days (reference FAR clause 52.215-1 in Section L of this document. Since the award date is approx. Aug 11, should the proposal validity at least 210 days?

35. Page 65, L.6 GENERAL INSTRUCTIONS states “Proposals shall be typewritten, reproduced on letter sized paper with no less than a 11 point font, double-spaced (lists of deliverables, person loading charts, and similar materials need not be double-spaced, so long as they are legible). Please consider changing the requirement of double-spaced to single-spaced to allow for a more reasonable amount of written content per page.

36. Please confirm that tables and graphics may use smaller font sizes.

37. Page 67, L.7 TECHNICAL PROPOSAL INSTRUCTIONS- “The technical proposal described below shall be limited to 35 pages not including resumes/CVs. The 35 page limit includes all other portions of the technical proposal.” Please consider removing the Cover Page, Table of Contents, and Introduction from the 35 page limit for the technical proposal.

No solicitation amendment necessary.

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38. Page 69, L.7 Percentage of full-time core personnel states “If a ratio of less than 70 percent full-time core staff to 30 percent consultants/subcontractors is proposed, offeror shall provide a detailed explanation of how the proposed staffing plan ensures that the work is conducted by individuals with a mastery of the technical requirements of the Scope of Work” Please clarify this. Is this different from having a subcontractor up to 50% of the work as required by the Small Business Administration?

This is different than the 50% subcontracting limitation.

39. Page 71, L.8 PAST PERFORMANCE INFORMATION states “The past performance proposal part described below shall be limited to 10 pages and shall include the information hereunder. Offerors shall submit the following information for both the offeror and proposed major subcontractors: A list of five (5) contracts completed during the past three years or currently in process that are similar in nature to the solicitation workscope.” Please clarify whether the intent is to have the “offeror” and Subcontractor(s) list 5 contracts (each) – OR should the 5 contracts be a combination of Offeror and Subcontractor?

40. Reference B.3, Labor Hours, page 5.

Q: In order to maintain a fair and open acquisition, request the government to provide historical labor categories and hours associated with the scope of work.

41. Reference State of Work, CLIN 001, Training, Evaluation, and Support Services, p14.

Q: How many resources are currently supporting this performance area?

42. Reference Statement of Work, CLIN 002, Multimedia Services, Page 15. The scope requires contractor to provide “Produce DVDs or AHRQ multimedia.” Attachment G, Budget Assumptions, does not provide any volume.

Q: Please clarify the quantity of DVDs or AHRQ multimedia that is created.

Only a master version is to be produced of each product.

43. Reference Statement of Work, CLIN 002A, Support AHRQ IT Infrastructure, page 16.

Q: How many resources are currently supporting this performance area?

44. Reference Statement of Work, CLIN 002A, Maintain AHRQ Web Site Content, page 16.

This section mentions Percussion as a CMS presently in use.

Q: Please provide more specific information regarding how many of the web pages and web sites are managed by Percussion. Are these included in Attachment G, Budget Assumptions?

Please see solicitation amendment.

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45. Reference G.8, Government Property, page 22. This section states “The contractor shall provide ALL property required to perform all requirements under orders awarded under this contract.” Similar language appears in Section L.9(C)(a), Business Proposal Instructions, p74. However, Section C, Statement of Work – Government Equipment (page 12) provides a listing of government property provided under the contract including workspace, facilities access, laptops, and printers.

Q: Please clarify the GFE and update Sections C, G, and L accordingly.

Please see solicitation amendment. The Government is not authorizing Government Property. The equipment listed in Section C is available for Contractor use for performance at the Government facility.

46. Reference H.10, 17. Clearances, page 34.

Q: Please confirm if the government will sponsor the background checks for security clearances.

The Federal Government does sponsor and pay for background investigations for public trust positions, which would be necessary for this contract. The Federal Government does not pay for security clearances for contractors. However, no classified information is involved with this position, and will not require a security clearance. Only a background investigation will be required.

47. Reference H.10, 22. Cloud Solutions, page 36.

Q: Please clarify if the contractor is required to provide cloud services, including infrastructure as a service (IaaS)

48. Reference L.7 Technical Proposal Instructions, page 67.

Q: Please confirm that the following items provided to assist evaluators are excluded from the 35 page count restriction: Cover Page, Table of Contents, and Cross Reference Matrix.

49. Reference Section L.7.D.b, “Key Personnel,” page 70. The solicitation states “…special attention should be given to the experience of all Web coders, developers, and IR research support librarians to ensure appropriate experience and/or degrees.”

Q.a: In addition to Web coders, developers and IR research support librarians, are there additional labor categories required or desired by the government?

Q.b: Will the government provide workload data (e.g., labor hours) for each required labor category?

50. Reference Section L.7.D.c, “Key Personnel,” page 70. The solicitation states “The offeror shall provide resumes of proposed Project Director and key personnel.”

Q: In addition to the Project Director, what positions/labor categories are considered “key”?

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51. Reference L.9(A)(2)(g), Business Proposal Instructions, page 73. The instructions indicate “An off-site overhead rate should be used for the calculation of the firm fixed hourly rates.” However, the Statement of Work (Place of Performance, p12) indicates that workspace will be provided at the government facility.

Q: Please clarify that “Off-Site” mean performance at a government facility and not a separate contractor facility?

No solicitation amendment necessary. “Off-site” in this instance means performance at the government facility.

52. Reference Attachment F, Task Order 2, Support AHRQ IT Infrastructure.

Q.a: Please provide the quantities and basic system configurations of the servers required to be maintained. No servers are required to be maintained.

Q.b: Where is the equipment located and will staff have regular access to those facilities? See response to Q.a above.

Q.c: How are system backups performed and where are they stored?

53. Reference Attachment F, Task Order 2, Support AHRQ IT Infrastructure.

Q: Does this contract have responsibility for the servers and other equipment used to support the web sites? If so, does this include tech refresh cycles, repair and maintenance?

54. Reference Attachment F, Task Order 2, Support AHRQ IT Infrastructure.

Q: How are the duties responsibilities between the following groups segregated: (1) AHRQ IT group; (2) HHS Service Center (ITIO); (3) AHRQ Web Services AHRQ IT Infrastructure Support; and (4) OCKT Cloud vendor?

Please see solicitation amendment and definitions in Attachment G.

55. Reference Attachment G, Budget Assumptions.

Q: In addition to the metrics provided for some elements of the Statement of Work performance areas, and to avoid giving the incumbent preferential treatment, request the government provide insight into the historical staffing profile (labor categories, man-years) required to perform the functions described in the Statement of Work and Budget Assumptions.

No solicitation amendment necessary. Dependent on Approach.

56. Reference Attachment G - Budget Assumptions. Task Order 2 (Attachment F) described Web Services in 2 Categories – (1) Maintain AHRQ Web Site Content and (2) Web Site Development. However, the Budget Assumptions only provide an aggregate estimate of “4,000 new and replacement pages monthly.”

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Q: Please provide a more granular description of the volumes and types of services segregated by the two categories described in the Task Order In order to assist us with developing the proper staffing plan.

57. Reference Attachment G - Budget Assumptions. Reference is made to Drupal, Ektron, and custom CMS platforms.

Q: Please provide more specific information regarding how many of the web pages and webs sites are managed by each platform.

The majority of the site is in Drupal.

58. Reference Attach G – Budget Assumptions. Task Order 2 – Web Services. Bullet 1 lists a number of functions without any metrics/volumes identified.

Q: Please provide frequency, complexity, and volumes anticipated for: (1) Web page design, (2) Web page coding, (3) Files Loaded to Web Sites, (4) Website template development; (5) Migration of sites to new web sites; and (6) Scaling services.

59. Reference Attachment G – Budget Assumptions. Task Order 2 – Web Services. Bullet 4 described “analyze existing content of AHRQ-funded Web sites and performance usability studies and analyses for Web development.”

Q.a: Please provide frequency, complexity, and volumes anticipates for Studies and Analyses for web development.

Please See Solicitation Amendment.

Q.b: Are studies and analyses required for non-funded web sites listed in Task Order 2 (Attachment F)? No.

60. Section L.8 - Will the Government please confirm that five (5) past performances is the total number of contract references needed for submission regardless of the number of proposed subcontractors?

61. Lection L.6.b - Would the Government please consider allowing single spaced narrative throughout the proposal?

Alternatively, if the double spaced requirement is fixed, would the Government consider allowing single spaced text for tables?

62. Section L.7 and L.8 – Can the Government clarify that Title/cover pages and Table of Contents for all volumes are excluded from the stated page limitations?

63. Attachment H – For purposes of the limitations on subcontracting spreadsheet, can the Government confirm that the total “cost” of subcontractors can include subcontractor

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64. Section L.9B and Attachment H - Can the Government confirm that the information for the subcontracting spreadsheet is for the 2 task orders and not the underlying IDIQ?

Please see solicitation amendment (Attachment H).

65. Page 65, Section L.6(b) - Double spaced lines and a 35 page limit is the equivalent of a

17.5 page proposal. With two task orders to address, along with management, corporate experience, and key personnel, we request an increase in the page limit of 35 to 50 pages.

66. Page 17, Section C.2 - Under CLIN 002A, it references Web page guidelines as specified in the AHRQ Publishing and Communications Style guidelines. Are these available to all bidders?

67. Page 70, Section L.7 - Under Key personnel D) b) it references other key personnel but there are no other key's listed in the RFP other than the Project Director. Are these at the discretion of the offeror or are there other positions that AHRQ wishes to designate?

68. Page 71, Section L.8 - For past performance, are the five contracts for the prime or can these be from both the prime or the sub?

69. Page 73, Section L.9 - In A. (1) (b), it references that the subcontractor should bid rates from the "Subcontractor published rates". Are these subcontract rates to be taken from the subcontractor's GSA Schedule? If they do not have a GSA schedule, then what published rates should be used?

No solicitation amendment necessary. If offerors do not have published rates (which include GSA rates) they should follow the instructions in Section L.9.A.2.

regarding the buildup of rates.

70. Page 73, Section L.9 - In A. (2) fb), it references a "payroll register". Please define what explicitly the government is looking for.

71. Page 73, Section L.9 - In A. (2)(c), does this apply to the prime, to the subcontractor or both?

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72. Page 74, Section L.9 - In A. (2) (h), please advise if a sealed package is required from the subcontractors.

73. Page 64, Section L.5(d) – Accordingly, any vendor submitting to the proposal/quotation/bid in response to this solicitation must demonstrate compliance with the established EIT requirements. Please confirm the HHS 508 template submission is outside page count.

Please see response to question 32.

74. Section L.9 – Request the submission of audited /reviewed financial statements. In the absence of an indirect rate agreement. Will the government accept compiled financials?

No solicitation amendment necessary. If no rate agreement exists, please show detailed calculations of all proposed indirect rates, supported by audited or reviewed financial statements.

75. Section L.9 – Does the government prefer the subcontractor cost and pricing detail be submitted with the prime contractor’s submission in the Business Volume directly to the Government?

76. Section L.9, 2.F – Requests the submission of a copy of the most recent payroll for all proposed employees. Please confirm if this requirement is still valid if the proposed employees do not currently work for the company. This requirement seems to favor the incumbent.

77. Is there an incumbent for this work or is this a new requirement? If there is an incumbent, please provide information on the current contract (i.e., name of contractor, contract #, period of performance, etc.)

K4 Solutions, Inc. Contract No. HHSA290201300005C. Period of Performance:

6/16/2013-6/15/2016.

78. Page 2 of 79 states that the proposal may be mailed or hand carried. The offeror understands that proposals are not to be submitted electronically; will the government please confirm this understanding?

No solicitation amendment necessary. Please read page 2 of the RFP.

79. Page 11 of 79, item (5) indicates that repayment for travel costs to attend general scientific meetings is not allowable. Please clarify how many such meetings may take place in a given year, and provide a comprehensive list of where such meetings will take place. If the travel is required by the government, but travel costs to such meetings are unallowable, will the government authorize labor hours to cover the time spent getting to and from, and being at, such meetings?

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80. Page 12 of 79 Place of Performance states that the primary work location will be AHRQ headquarters in Rockville, MD and from the requirements it appears that the contractor(s) will be working on a full-time, daily basis in direct support of the government. Please clarify the days of the week and the number of hours per day the contractor(s) will be required to be onsite in performance of this RFP and how many hours/days the contractor(s) may be telecommuting in performance of the requirements?

Full-time, on site.

81. Page 13 of 79, CLIN 001 - SCOPE OF WORK FOR INFORMATION RESOURCES (IR) SUPPORT, 4th line of the first paragraph indicates the scope includes “providing targeted research support to Offices and Centers, …” Please clarify precisely what is meant by “targeted research support” and explain if the proposed contractor must be experienced and practiced in medical research in addition to web design, development and maintenance as this would be an extremely limiting and specific candidate which most organizations would not be able to provide.

IR Support is a separate labor category.

82. Page 14 of 79, first bullet references that “IR support budget and spending status” will fall under the purview of the selected contractor. Please clarify how/why a contractor is responsible for the budget and spending for IR.

83. Page 14 of 79, Information, Reference, and Research Services:

a] 2nd bullet references customized database searches. Does this mean the contractor will query the database that he/she is maintaining for proper response/output or are there other databases that will be included in such searches? If there are additional databases, approximately how many will the contractor need to query for any particular search request?

b] 4th bullet references bibliographic reference expertise. Please explain if the proposed contractor must be experienced and practiced in library sciences in addition to medical research, web design, development and maintenance as this would be an extremely limiting and specific candidate which most organizations would not be able to provide.

c] 5th bullet references “professional literature searches.” Please clarify that the contractor must be experienced culling various medical print and online resources in addition to library sciences, medical research, web design, development and maintenance as this would be an extremely limiting and specific candidate which most organizations would not be able to provide.

84. Page 14 of 79, Training, Evaluation and Support Services: all 5 of the bulleted items seem to indicate that the contractor will need expertise in training and development in

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Please see solicitation amendment

85. Page 15 of 79, Administer and Provide Information Management Services, 4th bullet, please clarify what software the government currently uses for website audit, and how often the contractor will be expected to perform such audits.

Please See Solicitation Amendment. Attachment F.

86. Page 16 of 79, Support AHRQ IT Infrastructure as well as CLIN 002 A Maintain AHRQ Web Site Content, 6th bullet: as a general note, the government should be advised that seeking a singular contractor with the skill sets to design and maintain web templates, graphics, organizational design, social media and print content, and provide proofreading AS WELL AS to support backend infrastructure is generally a recipe for disaster. While there may be some folks who claim to be able to do all of these things well, it will be extremely difficult for most companies to source this one individual, much less expect small 8(a) firms to be able to provide such a candidate. Will the government consider allowing the offeror to propose several different contractors to carry out the requirements of this RFP?

This is a single-award IDIQ and offerors are allowed to propose subcontractors in accordance with the limitations on subcontracting.

87. Page 16 of 79, CLIN 002 A Maintain AHRQ Web Site Content, 3rd bullet: please clarify how many web sites and third-level domains need to be monitored, and indicate the frequency of this monitoring.

88. Page 17 of 79, SECTION D - PACKAGING AND MARKING: Please clarify what deliverables are to be “packaged, marked and shipped” and how such deliverables are to be “packaged, marked and shipped.” It seems difficult to do this for electronic deliverables.

89. Page 18 of 79, F.2 DELIVERABLE SCHEDULE: Again, please clarify how the contractor will be expected to provide “All other deliverables identified in each task order” in both electronic and hard copy when most deliverables are electronic in nature.

No solicitation amendment necessary.

90. Page 22 of 79, G.8 GOVERNMENT PROPERTY: This paragraph specifies that the "contract shall provide all property required to perform all requirements under orders awarded under this contract.” This is in direct opposition to the bulleted items at the top of Page 12 of 79. Please clarify which statement is correct for this RFP.

Please see response to question 45.

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