ERMOS_Questions_and_Answers_2.docx

Questions and Answers: 2 Solicitation HT0015-15-R-0017 Electronic Research Management and Oversight System (ERMOS) 26 June 2014

1. Please clarify the Government’s estimate of the number of projected ERMOS users, in terms of named users as well as estimates of concurrent users. The Scope section of the PWS states that the current system serves nearly 14,000 users. Objective 1.0.2.22 states that ERMOS should “Allow scalability to accommodate > 20k users”. However, CLIN 0002 (Base Year) only cites application usage and maintenance for 140 users in the base year. CLIN 1002 (Option Year 1) has a requirement for 1400 users, CLIN 2002 increases to 1600 users, CLIN 3002 (Option Year 3) increases to 1700 users, and CLIN 4002 (Option Year 4) increases to 1900 users. In any case, the number of user licenses does not approach the 14,000-20,000 figures listed elsewhere in the RFP.

a. Does the 14,000 user number represent “named users”, e.g. users with accounts on the current system?

b. Do the number of usage/maintenance licenses for the various software CLINs represent estimated concurrent users?

c. Please clarify and provide the estimated number of named users (users with accounts), and concurrent users (users logged on at the time) so we may appropriately size and price the required licenses and maintenance, and make appropriate recommendations to the Government to size the required hosting environments, and plan support for help desk and user account maintenance.

A: CLINS will be corrected to show COTS Application License Usage/Maintenance for 14,000 Users in the base year, increasing to 20,000 in the final option year. (a) - Users are named users. (b) – No. (c) – The Government does not have data regarding number of concurrent users.

2. Section J references Attachment 8 – Labor PWS Cross Map Matrix, as an attachment, and Attachment 8 references a separate Excel document. Please provide this attachment.

A: Attachment 8 has been added to the solicitation.

3. Are the Task Management Plan (TMP), Deliverable 2, and the Program Management Plan called out in Section M 2.1.2.2 the same plan?

A: Yes. The PWS has been revised to change the name of the Task Management Plan to Program Management Plan. The description of the deliverable has not changed.

4. Section L.4.2 indicates an attachment for GFE/GFI/GFP should be provided to the proposal. Is this attachment included in the page count (50 pages) for the Non-Cost/Price volume?

A: yes

5. Will the Government allow use of 10pt font in tables and figures?

A: yes

6. Section L.4.3 on page 182-183 lists Key Personnel: Project Manager, and Information Assurance Compliance Manager; however the Estimated Labor Categories and LOE in Section L.4.3.5 does not include these labor categories. Is our assumption correct that the Project Manager and Information Assurance Compliance Manager equate to Program Manager and Information Assurance/Security Specialist, respectively?

A: Both section L.4.3 and L.4.3.5 should list Key Personnel as Program Manager and Information Assurance/Security Specialist (Journeyman)

7. The suggested contents of the Incoming Transition Plan are provided in PWS Section 2.1.6(a) and Section L.4.2.1. However, the two lists differ in their content. Please clarify.

A: The PWS section 2.1.6(a) has been modified and is consistent with Section L.4.2.1.

8. The suggested contents of the Outgoing Transition Plan are provided in PWS Section 2.1.6(b) and Section L.4.2.1. However, the two lists differ. Please clarify.

A: PWS Section 2.1.6(b) has been modified and is consistent with Section L.4.2.1.

9. The solicitation indicates that instructor-led classroom and virtual classroom training may be used, along with other methods such as train-the-trainer and computer based training. We understand, from the Training Objectives (1.0.2.55 – 1.0.2.58) the requirement to collaborate with the Government on the initial and refresher training methods, materials, and aids, post award. In order to develop the most effective training approach, please clarify the requirement for instructor-led, classroom training (as opposed to other training methods). If instructor-led training is required, please provide the required number of live training events, number of trips, location(s), and number of students.

A: Instructor led training is not required. The PWS has been updated to clarify.

10. There are no labor hours allocated for Training in the estimated labor table. Is it correct to assume that the training hours be included in our pricing for the training CLINs?

A: Training hours pricing should be included in the training CLINs.

11. How will the Optional Item, Outgoing Transition Support Plan (Deliverable 14) and the actual activities for the Optional Outgoing Transition (including 60 days of labor for a System Engineer) be ordered? No CLIN is provided for this optional task and deliverable, and there is no option period designated for outgoing transition. Without a transition out period, will the contract have to be modified to later add a 60-day transition out period, if needed, or will the last 60 days of Option Year 4 be designated only for outgoing transition? Please clarify.

A: Requirement for system engineer for transition out has been removed from the PWS. Transition out, if required, would be accomplished in the last 60 days of the final option year.

12. PWS 2.1.6, Transition Support, Paragraph (b), Option Item requires a software engineer (or comparable) to support outgoing transition. Is this the only labor category and level of effort required during the 60 day transition out period? If so, the PWS should be modified to add a 60-day Transition Out-Option Period for this support.

A: See answer to question 11.

13. RFP 2.2.8.1.1 states “The contractor shall perform and execute all applicable application and database STIGs for all DHSS applications quarterly.” Please modify this to read, “The contractor shall perform and execute all applicable application and database STIGs for the ERMOS application quarterly”.

A: Change made in the PWS.

14. Objective 1.0.2.46 references Tier II and III help desk support integration with the DHA Global Service Center. What is the envisioned relationship between the ERMOS help desk (and the help desk resources in the Government’s IGCE) and the MHS Global Service Center for Tier I help desk support? Will the MHS Global Service Center field Tier I trouble tickets, or will Tier I ERMOS calls flow directly to an ERMOS Help Desk?

A: PWS section 2.2.8.1.13.4 states ”The Contractor shall provide Tier II and Tier III assistance to end users to support use of ERMOS in response to user generated tickets in the DHA Global Service Center’s Remedy system.”

15. What are the historical, or estimated, Tier 1 help desk call volumes for the current research management solution?

A: Fewer than 50/month.

16. Section 1.0.2 Transition Support Objectives says: “The transition shall encompass importing documents and other data within the current systems, as well as all existing individual users and institutions.” Will the current contractor be available to support the data migration to ERMOS during the incoming transition? Does the Government have possession of the historical research data for import into ERMOS, and will this information be available at contract award? We request detailed information on the current data structures, data elements, and file types to support planning for this migration.

A: The Government will ensure that data from the current system is available for migration into ERMOS. From PWS section 1, “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.”

17. For Help Desk coverage, Section 4.3.6 ODCs asks us to price 800 numbers for CONUS and OCONUS calls. We assume these 1-800 phone services will connect directly to the ERMOS help desk resources, and that all Tier I calls will route directly to the ERMOS help desk, vice the MHS Global Service Center. Is this correct? Please clarify.

A: Requirement for 800 numbers, including ODCs, will be removed from the solicitation.

18. It is noted that the Government’s estimate for 800 number service from OCONUS locations is low ($100/year plus escalation). Please provide a list of research institution/user locations (states/countries) from which OCONUS 800 service must be available. Can the Government also provide estimated call volumes, by OCONUS location?

A: See answer to #18.

19. We assume the Government will furnish Host Based Security System (HBSS) software products and licenses for integration and testing with the ERMOS application. Is this correct?

A: Correct.

20. Other than HP WebInspect, will the government provide access to use existing Government licenses for any other required security scanning or performance measurement tools?

A: HP WebInspect is the only security scanning/performance measurement tool required to be purchased on this contract.

21. Does the Government have an ERMOS objective to support Chemical Research and Chemical Safety protocols?

A: The ERMOS PWS section 1.0.2 includes all functional, technical, operations and maintenance, technical security, training and transition support objectives.

22. Attachment 2 – Organizational Conflict of Interest directs that the Contractor submit an OCI Avoidance or Mitigation Plan, if one is required, at the time of proposal submission. Section L – Organizational Conflicts of Interest, on page 183, states that in the event an actual or potential organizational conflict of interest exists the Offeror shall submit a mitigation plan to the Contracting Officer no later than 30 calendar days prior to the proposal due date. The solicitation was released 30 calendar days prior to the proposal due date. Please clarify when an OCI Avoidance or Mitigation Plan, should one be required, is due to the Contracting Officer.

A: Provide an OCI Avoidance or Mitigation Plan, if one is required, with proposals.

23. What is the size of the current research database (in GB/TB) including all structured and unstructured data, metadata, and documents? Also, what is the estimated total size of the referenced 280,000 documents, in GB/TB?

A: Approximately 200GB.

24. Based on the requirement to furnish all system COTS software components (e.g. operating system and database, etc.), we assume the Government does not intend to employ or leverage existing Government enterprise or volume license agreements. Is this correct?

A: For the purposes of this solicitation, assume that the Government does not intend to employ or leverage existing Government enterprise or volume license agreements.