ERMOS_Questions_and_Answers_1.docx

Questions and Answers: 1 Solicitation HT0015-15-R-0017 Electronic Research Management and Oversight System (ERMOS) 26 June 2014

1) Are the other modules mentioned such as IBC, Grants/CRADA, radiology, scientific review, and publication clearance part of the current RFP scope?

A: “Institutional Biosafety Committees (IBCs), Radiation Safety, Cooperative Research and Development Agreements (CRADA)/grants, scientific review, and publication clearance” are organizations or activities within the DoD medical research community. The RFP does not include a requirement for IBC, Grants/CRADA, radiology, scientific review, and publication clearance modules.

2) The RFP states there are “300 DoD research sites and compliance boards, and hosts over 280,000 electronic documents in support of more than 14,000 research projects”. Does this mean all 300 DoD research sites have an IRB and/or IACUC compliance board and possibly need a system?

A: The PWS states “The current system serves nearly 14,000 users across more than 300 DoD research sites and compliance boards, and hosts over 280,000 electronic documents in support of more than 14,000 research projects.” The ERMOS solution must support the existing 300 plus DoD research sites and compliance boards that use the current system and be scalable to support additional research sites and compliance boards.

3) Could you provide a breakdown of sites and also active protocol volume for the research sites?

A: See page 1, section 1, final two sentences. The Government will not provide a breakdown of sites with protocol volumes.

4) Prior to the RFI/RFP process, have you evaluated any new version of existing system vendor’s solution?

A: Government declines to answer this question and the answer is not relevant to the solicitation.

5) Is the legacy system vendor competing and participating in this RFP since they will already have good knowledge about your current implementation. If so, how will you provide same level playing field for other vendors as others are in disadvantage about your process and existing system.

A: This is a competitive solicitation issued under 100% Small Business Set-Aside, not a sole source award to the incumbent. The ERMOS PWS includes all requirements necessary to successfully fulfill the Government’s capability need.

6) The originally issued RFI provided 90 days for data migration completion but in the RFP, this has been shortened to 60 days. Could you share the basis for this and was there an analysis done for this?

A: The Government determined that 60 days was an appropriate period of time for a transition-in period.

7) Will you provide data structure and database detail of existing system and is the existing vendor willing to cooperate for data migration by providing necessary technical details?

A: The Government expects responders to this solicitation to propose their best recommendation for a database structure and detail to meet the requirements included in the PWS.

8) Will you provide clean data for migration or will awarded vendor perform data cleaning?

A: The Government does not intend to cleanse data prior to migration from the current system to ERMOS.

9) For data migration cost estimates, more details are needed to understand scope and complexities of migration. Example: Size and format of data, our format vs. legacy system format, list of data field to be migrated, some of the data field may be different (less or more) in existing and to be system. How do you anticipate handling this?

A: All information relevant to this question can be found at the bottom of page 5, “Transition Support Objectives,” and in section 2.1.6.a on page 7.

10) Are you open to demo your existing system well ahead of submission due date which will help to get clarification to many of the above questions.

A: No.

11) For government approved training plan, could you provide specific details?

A: See pages 4-5 and section 2.2.8.3 on page 20 of the PWS.

12) It is difficult for a vendor to provide fixed price without analyzing details listed above. Are you open for Time and Material (T&M) estimate for Migration, Integration, Customization and similar professional services jobs?

A: No.