G15PS00019QuestionsandAnswers.pdf

Questions and Answers

Solicitation G15PS00019

1. B.3.4.1.11.4.5. Systems – i. Cache management, creating cashes - Should be caches.

a. This has been corrected.

2. Section B.3.4.1.11, Base Period, Subsection B.3.4.1.11.4.2, Automatic Process – Paragraph 6 says that manual processes should be automated as part of this contract. We request that this requirement be deleted. Automating existing manual processes is not maintenance, nor should it be part of developing a training manual. The extent of the effort required to automate is not known and cannot be priced at this time. Also, this requirement is under the efforts required for a training manual. Our plan is to develop the manual based on what is being done now. We cannot develop new automated processes at the same time we are trying to document existing processes.

a. The two processes that need to be automated are the E-Form import and the set up of the connection that MARS has with Eforms except to the MIDS server. The original setup was to have MARS pull the pre-edits and post-edit archive files from shared folders on the Eforms server. This same setup needs to be done between MARS and a

MIDS server. That process needs to be automated as much as possible to be run overnight when the systems are not as busy. There is also a process (see attachment

2 for the description that was originally used when the link was set up) to have

MARS push data from the scanned papers onto the Eforms server. This same set-up should be done with MIDS. That process needs to be automated as much as possible to run overnight when the systems are not as busy. These processes need to be set up and automated as much as possible so that the instructions manual and training process can be done on the tasks as they are requested with as much automation as possible.

3. B.1, Schedule of Supplies, and B.5, Deliverables:

a. The table in B.5 states the CLIN # for the Training Manual is 0003. However, in B.1, it is 0001.

Can B.5 be corrected?

i. This has been corrected.

b. The table says that the Final version of the training manual is due within 9 months of award.

However, B.1 does not have a CLIN for the training manual after submittal of the draft. Should another CLIN be added for the final manual? If not, then is it acceptable to put in two prices for

CLIN 0001 – one for the draft and one for the final?

i. No; CLIN 0001 includes the aggregate cost for the training manual inclusive of all drafts.

4. B.3.4. Work Requirements, says that the Contractor is to set-up and maintain all aspects of MARS.

B.3.4.1.4. says that the Contractor is to configure software involved in all aspects of MARS.

B.3.4.1.6. says that the Contractor is to develop and maintain existing/new configurations, and processes related to MARS.

We are assuming that these requirements means that the Contractor shall maintain all aspects of MARS as it is in its current configuration, and that any new set-up or configuration modifications will be provided as on call maintenance. Is this what the Government is expecting? If not, please clarify.

These requirements mean that the contractor is to maintain all aspects of MARS in its current configuration, including the new requirements listed in this contract of automating the process of pushing/pulling data/files to/from Eforms and MIDS servers. It also refers to any configuration changes that may be necessary due to any changes including, but not limited to, software updates, vulnerability fixes, etc.

5. B.3.4 and its subsidiary paragraphs do not state the days or times of performance for the regular maintenance performed during the base period; these are stated only for the On-Call Maintenance. We are therefore assuming that the base period’s regular maintenance can be performed during the weekends as it is now. Is this correct?

Per item B.3.4.1.13: “….all work is to be completed during business hours (8:00

AM – 7:30 PM) Monday – Thursday so that USGS personnel will have an opportunity to shadow…”

6. B.3.4.1.5. (and B.3.4.1.11.4.2., essentially) says that the Contractor is to automate and maintain the transfer of electronic data to/from the MARS servers. Currently in MARS, there are no fully automated electronic data transfers. Does the Government expect the Contractor to maintain the current transfer (and other) processes, or to automated and then maintain them?

The Contractor is expected to maintain the current transfer (and other) processes, as well as automate these functions as much as possible and then maintain those automated functions as needed. The instructions manual should also include on these functions for how they work and the automation that is designed.

7. B.3.4.1.7. says that the Contractor is to maintain the software to guard against interrupted service to data users or irrecoverable data loss in the case of server failure. Currently, there is a time period between when new data enters the MARS process/system and when it is backed-up via the daily backup. If a server experiences hardware failure before the daily backup, the new data could be irrecoverably lost. In the past the incumbent contractor proposed a backup solution to prevent such data loss; USGS elected to integrate MARS into the USGS system-wide data backup process. Does the Government want the software to be maintained to its current capability, or is new capability to be provided?

The current MARS process done to avoid data loss should be continued, and documented in the instruction manual as to how it is set up, as well as training

USGS personnel on the process.

8. B.3.4 says that regular maintenance shall include weekly transfer of electric data forms. The work is currently performed 3 times and month. Does USGS now want it to be performed every week? Or is the current 3 times a month what is being sought?

In its current state (manual process) the 3 times a month (evenly distributed through the month) is fine. This is part of the process that is to be automated as much as possible in the hopes that it could happen more often automatically.

9. B.3.4.1.10 says to prepare/update Assessment Authorization Activities paperwork as required. We are not familiar with this paperwork. Please describe.

This item can be removed and is not needed.

10. B.3.4.1.11.4.6 requires the training manual to have a checklist for diagnostics for servicer errors.

B.3.4.1.11.4.7 requires the training manual to have a Disaster Recovery Plan. These are items that the incumbent contractor has not been responsible for. We thought the training manual was to document the services being performed now, and was not to cover new items that are not currently being performed by the incumbent contractor. Please clarify.

These are things should be done as part of the maintenance contract. There should be diagnostics that are run on the server on a regular basis to check for any issues in the hardware or software. There are usually some kind of regular diagnostic tools/reports that are run on a system. Those processes should be documented. The current contractor should have also had a plan for how they would recover data should there be a major issue such as a hardware crash

(with the understanding that USGS is responsible for providing the new equipment). Those processes should be documented.

11. B.3.4.11.8 require personnel to be available M-F, 8 a.m. to 6:30 p.m. On-Call Maintenance . Our personnel can be available to provide telephone support between 8 a.m. and 4:30 p.m., and can be on site starting at 4:30 p.m. Is this acceptable?

I think this is referring to B.3.4.1.11.8 – Please include the hours that you will have personnel available in your proposal to be included as part of our review/consideration reviewing the proposals we receive.

12. B.3.4.11.13 require personnel to be available M-F, 8 a.m. to 7:30 p.m for Emergency On-Call

Maintenance with shadowing. Our personnel can be available to complete work via remote access with shadowing between 8 a.m. and 4:30 p.m., and can be on site starting at 4:30 p.m. Is this acceptable?

Please include the hours that you will have personnel available in your proposal to be included as part of our review/consideration reviewing the proposals we receive.

13. B.3.4.1.11 is explicitly applicable to the base period. However, the following requirements - B.3.4.1.11.7, B.3.4.1.11.8 and B.3.4.1.11.9 - by numbering, would seem to apply to the base period, but are also positioned below A.1.1.1.1 for the Option Period. Please clarify to which period(s) requirements

B.3.4.1.11.7, B.3.4.1.11.8 and B.3.4.1.11.9 are applicable.

B.3.4.1.12 and B.3.4.1.13 should be under both base period and option period (under

B.3.4.1.11.6 and under B.3.4.1.11.9)