QUESTIONS_AND_ANSWERS_FOR_DAB_CONTRACT.docx

QUESTIONS AND ANSWERS FOR DAB CONTRACT

Solicitation CCSQ-393-2016-0471-RAW, Database Analysis of Hearing Decisions

Q1. The SOW Task 1 title mentions Developing a database; however, the body of this task states that the "contractor shall maintain and update a searchable Access database..." QUESTION: Should the first sentence of this task state that the "contractor shall develop, maintain, and update a searchable Access database...”?

A1. Yes.

Q2. Does the Government have a database already developed that they are using for purposes identified in the Scope of Work? If it does, please specify the database application used.

A2. The incumbent uses Microsoft Access.

Q3. If the Government does not have a database already developed, what solution is currently being used to store and create reports for the current hearing decisions by Administrative Law Judges (ALJs) and the Departmental Appeals Board (DAB) related to the nursing home enforcement system?

A3. Not applicable.

Q4. Is it the Government's intent to have the awardee populate the database with [a backlog of] existing data/records? And if the answer to this question is yes, please answer the following sub-questions:

A4. No.

Q4.a. Is the current [backlog of] data (records) in an electronic format (i.e., MS Word, Excel, .PDF, another database, etc...), and if so, what format(s)?

A4.a. Not applicable.

Q4.b. How many records exist that must be entered into the new database?

A4.b. Not applicable.

Q4.c. How big is the average record in pages? (Ten 8.5 x 11 pages each?)

A4.c. Not applicable.

Q4.d. Does the Government want to store copies of the records (recommend .pdf) as attachments to each database record?

A4.d. Not applicable.

Q5. Why does the Government want this database to be developed in Access? What drove this decision?

A5. Microsoft Access is the current tool being used and CMS wishes to continue with it.

Q6. For maintenance purposes, how many records does the Government think will be added to the database on a monthly basis once the database is operational? This information is needed to estimate the level of effort needed to maintain the database currency.

A6. The number of cases varies from month-to-month. Bidders should examine the following website for additional information: http://www.hhs.gov/dab/ .

Q7. The SOW states that "The DNH data team reviews Access databases and places them on the shared drive." Would the Government consider a cloud-based solution for housing the database in lieu of storing the Access database on a shared drive; which puts the database at risk of being accidentally deleted by anyone with access to the shared drive?

A7. CMS is not currently considering a cloud-based solution.

Q8. After reading a few of the sentences throughout the SOW, it seems that the Government may be asking for multiple databases - one database for each month of the year, 12 individual databases per year each stored on the shared drive - using one, approved database design. Is this a correct interpretation of the below sentences of the SOW?

SOW; Purpose: "The purpose of this contract is to maintain and update searchable databases,"........."The CMS will use the databases to review and evaluate all legal decisions" Task 2: Monthly Progress Report: "The DNH data team reviews Access databases and places them on the shared drive."

D. Key Personnel Requirements: "The contractor must be able to develop, maintain, and update searchable databases, analyze hearing decisions by ALJs ...."

A8. There will be two databases: one for Appellate Division decisions and one for Civil Remedies Division decisions.

Q9. What version of Microsoft Office is the CMS currently using? When does the CMS expect to upgrade to the next version release of MS Office?

A9. CMS uses Microsoft Office 2013. It is unknown when CMS will upgrade to the next version.

Q10. Does the Government prefer that the awarded company have a facility security clearance as a means of further vetting the company and its ability to handle sensitive data and/or access Government share drives?

A10. The awarded company does not need to have a facility security clearance as all work will be performed offsite. The information contained on the Departmental Appeals Board website is accessible to the general public, therefore is not deemed sensitive. The awarded company will not be granted access to CMS shared drives.

Q11. Once an award is made, how much time does the contractor have to provide the Government with a Beta database for user testing?

A11. Thirty days.

Q12. How involved will the Government be in the look-and-feel design of the database user interface?

A12. Not applicable.

Q13. Is there an incumbent company already in place performing this support, either as a database administrator or other mission support function that reviews cases and provides summary reports?

A13. The incumbent is Center for Medicare Advocacy, Inc.

Q14. The Technical Evaluation Factors require an attorney for report generation (the ability to understand the law surrounding the Centers' operations and responsibilities). Is it the Government's intent that "maintenance" of the database will include legal summaries of each record covering how many cases, about what issues, whether the ALJ or panel sustained or rejected the deficiencies, whether the ALJ or panel changed the remedies, and highlight key points or key language from the ALJs or panels?

A14. Please refer to Tasks 1 and 2 in the Statement of Work.

Q15. Is the Government hiring an attorney by way of this solicitation? And if "yes" does the contractor have to show proof of malpractice insurance with the proposal?

A15. No.

Q16. Are the monthly reports that summarize the cases legally binding or are they just an opinion/assessment without holding the contractor legally responsible for the monthly report's content.

A16. The monthly reports are summaries that are not legally binding.

Q17. Is the Government already receiving the legal support outlined in the Technical Evaluation Criteria from another contractor? If "yes", please state the company name.

A17. Yes, the incumbent is Center for Medicare Advocacy, Inc.

Q18. Is a detailed budget required, as in past years, or only the total, fixed price being submitted?

A18. Both a detailed budget and the total fixed price are required.

Q19. Regarding the Section 508 Compliance requirement: We have two monthly deliverables, a report and a database. For both of these, we use MS Office (Word and Access). Will the VPAT documents provided by Microsoft for MS Word and Access fulfill the VPAT documentation requirement of this RFP?

A19. It is the contractor’s responsibility to ensure that all deliverables are Section 508 compliant.

Q20. Would you please elaborate on the role of the attorney for this project?

A20. The role of the attorney is explained in the Statement of Work and Technical Evaluation Criteria.