VLMS RFP Questions Responses.docx

VLMS RFP Vendor Question Responses Topic - Archiving

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Questions:

· Is there a time period before archiving records, if, for example, a Returned Peace Corp Volunteer (RPCV) +5 years, can we archive their records off the main system?

· How long does the VDS need to retain the Volunteer information before archiving?

Answer: The archival need for records is going to vary according to the status of the applicant and the type of data. A records retention schedule will be determined by Peace Corps and coordinated with the implementation. Based on prior experience, RPCV interest is less after a five year period and thus could be archived off the main system.

Topic - Attachments/RFP Response Length

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Section L L.2 Questions:

· In section L.2, “Initial Proposal Format Requirements” the page limit for Volume I is specified as 75 pages, can Peace Corps clarify if there are specific page limits for attachments?

· In order to provide evidence that an Offeror has the experience, structure, and capability “financially” to administer a contract of this size, scope, and complexity. Some Offeror’s have 10K Reports that are in excess of 100 pages. In addition, Section L.2 states that no external links or sources are allowed. Would the required “evidence” count towards the maximum 75-page limit? If it does, would the Peace Corps assist Offeror’s with options to provide evidence that would not adversely affect the page count?

· We respectfully request the Peace Corps to increase Volume I Technical Proposal from 75 pages to a minimum of 175 pages. The Peace Corps RFP requirements for Volume I are quite extensive and with the current 75 page limit it does not allow Offerors to respond in the level of detail the Peace Corps requires Offerors to respond. If the page count is not increased, Offerors may not be able to submit a responsive proposal for the Peace Corps Volunteer Delivery and Support System Redesign RFP.

Answer: Yes, the information provided must be within the 75-page limit. Attachments are included in the 75-page limitation. Summarize the company experience and capabilities specifying the applicable industry standards that have been met and certified by accredited government and/or business sources.

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Section L Questions: Please specify if there are any file size limitations for the electronic submissions of proposals.

Answer: The maximum file size for an email is 10 MB.

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Section L Questions:

· item 4.A and Section M, Evaluation Factor iii 1) – “Provide evidence that the Offeror has the experience, structure, and capability, both technically and financially, to administer a contract of this size, scope, and complexity. Offeror shall provide sufficient documentation from accredited government or business sources to certify Offeror’s capabilities.” What documentation will be acceptable to meet the last sentence’s request?

· “Offeror shall provide sufficient accredited documentation from government or business sources to certify Offeror’s capabilities.” Please clarify what type of documentation would be acceptable. Is this in addition to Past Performance Information?

Answer: Summarize the company experience and capabilities specifying the applicable industry standards that have been met and certified by accredited government and/or business sources. This information is separate from Past Performance information.

Topic - Business Needs/Requirements/Lifecycle

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Appendix A A2.5 Question:

· Tracking Applicant Supply to Posts Requests - please provide more information. Explain.

· more information or clarifications - "ability to link, monitor and track recruitment supply with job requests from Posts"

Answer: Peace Corps is looking for a solution that will capture and match applicant attributes to Post attribute requests. Both Posts and Recruitment need to identify and capture attributes that match Volunteer job requirements to applicant abilities. Additionally, the solution needs to provide a process for monitoring and tracking applicant availability and Post job requests.

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Appendix A4.13 Question: If an Offeror has product that has the ability to manage/schedule interviews. Is there a need to synchronize the product interview scheduling process with MS Outlook?

Answer: Peace Corps uses MS Outlook and is looking for an efficient effective solution.

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Appendix A4.16 Question: Technical Requirement A4.16 - Requirement is worded vaguely, please explain in more detail?

Answer: Applicants must submit personal and professional references from external sources in electronic format that become part of the applicant’s case file.

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Appendix A4.7 Question: more information or clarifications - flagging non-eligible applicants

Answer: Volunteer eligibility criteria are defined by Peace Corps. Offerors' solution must provide the capability to identify specific criteria needed to determine suitability for Peace Corps service.

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Appendix A5.5 Question: more information or clarifications - "enable staff to document selections in the system and maintain both free form and defined text associated with applicant processing"

Answer: Offerors' solution must accommodate text input by staff. This text could include notes to an individual's file, such as interview notes and case file log notes and/or may contain predefined survey forms.

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Appendix A5.6 Question: more information or clarifications - "enable matching of married couples'… to Post needs/requests."

Answer: Peace Corps is looking for Offerors' solution to match the individual attributes of each member of the couple to requested Volunteer job requirements at the same Post.

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Appendix A5.7 Questions:

· more information or clarifications - "parallel process designated/priority applicants…"

· Please provide more clarification on this question, specifically around parallel processing and how Peace Corps expects it to work.

Answer: Peace Corps is looking for Offerors' solution to have multiple workflow paths dependent on the type of applicant. This would enable processing alternate categories of applicants based on various agency needs, such as requirements for specific skills and participants in Master's International programs.

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Appendix A8.2 Question: more information or clarifications - relationship management with RPCVs.

Answer: The purpose is to maintain better two way contact and communication with RPCVs.

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Questions:

· In the Volunteer lifecycle, what is the average period from start to end ?

· What is the typical timeframe for how long it takes for an applicant to become a trainee?

Answer: Typically it is 8 - 12 months for application through to Invitation to serve in a particular country program, then 3 months of pre-service training in-country, followed by 24 months of service.

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Question: Regarding VDS Volunteer lifecycle workflows, are the current lifecycles well defined? do you foresee future or ad-hoc updates to them?

Answer: While the lifecycle workflow is currently well-defined, Peace Corps is looking to Offerors' innovative solutions and best practices to suggest improvements.

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Question: Does VDS use rules for Volunteer placement ? are they well defined? do they change often?

Answer: Volunteer placements are made by matching applicant attributes and Post requirements. They are well-defined, and they do change depending upon changing host-country needs.

Topic - Client

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Section C 4.0 Question: states “requiring smart client applications”. Section C 6.0 states “web based” solution. Please advise.

Answer: The Section C 6.0 states that the solution is required to be web-based. The smart client application in Section C 4.0 is referring to Peace Corps current challenges. In order to address these challenges, Peace Corps currently utilizes Smart Client technology so that these posts have the ability to utilize their local resources while still serving as a large distributed solution. Peace Corps is seeking a Vendor's best web-based industry-leading solution.

Topic - CLINs

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Section B Question: Section B, Supplies or Services and Prices/Cost - Section F Deliverables lists project management deliverables (i.e., biweekly status meetings, EVM Report, B-Monthly Executive Briefings, Special Reports and Notifications) that are not included in Section B as CLIN(s). Is it expected that these deliverables will be included in the price of one or more of the other CLINs?

Answer: Yes, as these activities reflect the nature of doing business.

Topic - Connectivity

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Appendix B – B2.2 Question: While this vendor provides excellent infrastructure, software and applications management, we do not typically procure the network that connects our hosting facility and our customer’s site(s). Rather we identify the network requirement and ask our customers to use their preferred network vendor to procure the link. This method has worked well for our customers in the past. Would the Peace Corps consider changing this requirement to Optional?

Answer: Each vendor is expected to provide a proposal that represents the totality of requirements in the RFP. Peace Corps will evaluate multiple approaches under a consolidated plan from the vendor.

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Appendix B Question: What are the minimum connection requirements available at the Posts?

Answer: 128k and 800 millisecond latency

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There was some mention of 'field-based recruiters," could this include the need for mobile access (i.e. smart phone) to the VLMS?

Answer: Peace Corps has begun to use field-based recruiters. We would welcome all proposed suggestions by Offerors and these will be evaluated as part of the Offerors’ proposals.

Topic - Contract

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Section L Volume 1, Section 6 Question: Since a Small Business Subcontracting plan needs to be submitted with this proposal, please explain whether or not a prime contractor is required to include small business subcontractors as part of the proposed effort. If so, is there a percentage of the total contract requirement? Additionally, is there any penalty for not bidding with a subcontractor?

Answer: Yes, FAR 19.702(a)(1) clearly states the statutory requirement. The percentage should be reflected as the maximum practicable opportunity to participate in contract performance consistent with it efficient performance. The penalty for not bidding with a subcontractor as stated in FAR 19.702(a)(1) is the offeror will be ineligible for award

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Standard Form (SF) 1449 Question: Please clarify the checked box in Block 28 that states Offerors are to provide “2” signed copies since the proposal is an e-mail submission only.

Answer: Block 28 of Standard Form 1449 is changed from quantity of 2 to quantity of 1.

Answer: The Contractor performance is only in accordance with the contract and no other work shall be authorized anywhere except through a written contract modification to the contract by the Contracting Officer.

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Question: Can Peace Corps clarify if there is a limitation on the contract type for the project?

Answer: The contract type will be fixed price.

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Section L L.1 Questions:

· We respectfully request a two-week extension to allow Offerors sufficient time to address in the level of detail the Peace Corps request in its RFP.

· Being that the release date of the RFP was delayed by a week, will the response date be extended?

· Will the Peace Corps extend the due date for the RFP responses?

Answer: No, The Solicitation closing date remains 12:00 noon, Eastern Time, March 31, 2010

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Section E E.2 Question: “ The Contractor shall notify the COTR and Contracting Officer that a Peace Corps dependency is not being met that will impact a requirement. Notification shall be not later than 2 days before the deadline.” What impact does this notification have of the QASP, specifically the Performance Standards and Disincentive?

Answer: The notification is to give the Government a heads up that there may be a potential problem. If the deliverable is not delivered as required, the disincentive will apply.

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QASP

Questions:

Are the items in the QASP considered requirements or are will they be mutually agreed upon by the Peace Corps and the Contractor?

Also - Section C & QASP - In the instructions for the Quality Assurance Plan the Peace Corps indicates that the proposal “includes SLA’s and Disincentives.” However, the RFP package includes a Quality Assurance Surveillance Plan (QASP) with specific SLAs and Dissentives. Is it correct to assume that the QASP included with the RFP is notional and that the proposal should include specific SLA’s and Dissentives that are tied to our offering?

Answer: The QASP reflects the deliverables in Table 5 in Section F. Peace Corps expects a service level agreement that meet all aspects of business and technical requirements and what is provided in the RFP is the minimum line only.

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Section H H.4 Question: The liability for a breach (H.4, bullet 3, second sentence – “The contractor shall be held financially liable for all damages resulting from any breach of information security if such breach is caused by the contractor, persons employed by the contractor, or electronic systems controlled by the contractor.”) of the RFP is too broad, potentially assigning liability to the contractor in situations where the breach was carried out by either employees of the Peace Corps or their applicants. Would the Peace Corps consider altering that clause, such as to: “The contractor shall be held financially liable for damages directly resulting from a breach of information security if such breach is proven to be caused solely by the contractor or persons employed by the contractor.”?

Answer: No

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Section C 6.3.6 Question: para 2 - “… The Peace Corps reserves the right to accept or decline proposed software upgrades. … “ - In order to meet many of the SLA, we require that Offeror’s Host the software that is currently being supported. We recommend that the Peace Corps modify this requirement to ensure those upgrades are approved such that the software is covered by the manufactures support agreements.

Answer: The requirement will remain. Peace Corps will entertain any alternate proposed solutions.

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Question: We understand that the application must be hosted at a facility within the US. Do all of the staff monitoring and operating the hosting infrastructure need to be both US citizens and physically located within the US?

Answer: Yes

Topic - Data Collection

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Appendix A A3.3 Question: "self identification data" - please explain further.

Answer: Self-identification data can include, but not be limited to, university, organizational affiliations, RNO data, and language proficiency.

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Question: What are the standards and guidelines for the VDS system to secure volunteer information (name, SSN. DL PP# etc), especially with multiple systems handling the data? Is a single source access preferred to multiple sources and replication? Would you consider our recommendations?

Answer: We will consider recommendations from the vendor for the model as long as they meet the requirements of FISMA and the Privacy Act.

Question: Do you plan to capture audio, video segments of the Volunteer profile as part of the applications?

Answer: This is not a requirement, but Peace Corps will entertain all recommendations.

Question: For Volunteer profiles, what type of unstructured content is expected to be collected? on an average how big is each Volunteer profile?

Answer: Unstructured content in Volunteer profiles can include, but not be limited to, interview notes, professional certifications, and divorce decrees. Volunteer profiles can vary enormously depending upon the need for additional data. As examples, these can include multiple divorce decrees and questionnaires required to assess suitability.

Topic - Data Migration

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Appendix A A1.20

Section C 1.1 Questions:

· How many years will be converted versus use of a data mart/warehouse?

· Given the description of the existing system as “The existing System is a patchwork of paper-based and electronic systems developed over many years”, please provide an overview of what Historical Data the Peace Corps expects to be loaded from the existing system.

· Technical Requirement A1.20 - Please list the number of legacy systems that data will be migrated from and an approximate number of records and a general sense if complexity (data structure, # of tables, etc.) for each data source. What format will the data be provided in (e.g. flat data file, spreadsheet, extraction required, etc)? Will application teams for each data source be responsible for data cleansing? Is there content that needs to be migrated in addition to data (e.g. documents)?.

· Please provide details on all data that needs to be migrated. (Source Systems and locations, Data Elements, Data Type and Volumes for each object that requires migration/conversion.

· Since some of the current Peace Corp tracking efforts were said to be tracked via manual methods, i.e. pen/paper, will we need to 'backload' these types of records into the newly created system?

Answer: All years of electronic data (since 1961) will need to be loaded into the new system. There is 15GB worth of data in current electronic systems. There is currently no data mart/data warehouse implemented as part of the current system. That is part of our to-be system architecture.

The best means of migrating legacy data will be determined as part of the gap analysis. There are approximately 60 systems involved in the current VLMS. Most of these systems are small. All are in Oracle. Edit Transform Loads (ETLs) will be required to migrate data to the new system. Peace Corps Subject Matter Experts will be available to assist in data cleansing and creation of ETLs. Section C 6.3.3 provides information about Data Migration.

While there may be a need to incorporate paper documents into case files it will be the responsibility of Peace Corps to convert such documents.

Topic - Data Rights

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Section H H.12 Question: While we do not view the Data Rights provisions (H.12 and H.13) of the RFP as inconsistent with a "Software as a Service" (SaaS) solution (e.g., web-based tool hosted on the vendor's server), as the SaaS model does not deliver data or software to the customer or create a new database for the customer, we would appreciate confirmation that Peace Corps agrees that these clauses permit SaaS solutions and are not to be read as granting the agency rights in the SaaS vendor’s preexisting software and databases that are not specifically developed for the Peace Corps at the Peace Corps’ sole expense. This is consistent with the normal commercial rights that have been approved by GSA for inclusion in an offeror's Federal Supply Schedule offerings.

Answer: Consistent with H.12 and H.13 Peace Corps agrees that these clauses permit SaaS solutions and are not to be read as granting the agency rights in the SaaS vendor’s preexisting software and databases that are not specifically developed for the Peace Corps.

Topic - Demonstrations

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Question: How many days will vendors be given after down selection before demonstrations will be delivered?

Answer: Approximately 10 Calendar days

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Question: How much time will be allotted for each vendor to demonstrate?

Answer: See L.3 - Limited to 2 hours

Topic - E-Signatures

Answer: The Peace Corps does not currently use electronic signature access control on the forms/applications during the application process, but we welcome offerers’ proposals to incorporate this ability into the VLMS. It will be the contractor's responsibility to ensure that the system is certifiable under current and future government standards.

Topic - Evaluation/Selection

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Section L.4 Section M Question: Please clarify the discrepancy in Section L and Section M with respect to the Project Technology Manager (Section L) and the Chief Technology Manager (Section M) Key Personnel position title.

Section L Key Personnel position titles are as follows:

• Project Manager

• Technology Manager

• Project Security Officer Section M Key Personnel position titles are as follows:

• Project Manager

• Chief Technology Manager

• Project Security Officer

Answer: Section M Personnel position title should read as follows:

• Project Manager

• Technology Manager

• Project Security Officer

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Question: How many past performance credentials are required?

Answer: Peace Corps is revising Section L.5 to include the following language; "The Offeror shall submit three credentials that should reflect the best representation of the company's past performance that it has held in the last 3 years." See attached sheet with amended language.

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Section L Volume II – Price/Cost Proposal

Section M - vi Price Questions:

· “The Price/Cost Proposal must be separated out into the following sections: 1. Desired implantation schedule… 2. Proposed Optimum Delivery Schedule.” Please clarify what is intended as “Proposed Optimum Delivery Schedule.”

· Also - Section M Evaluation Factors for Award. The Price/Cost Proposal must be separated out into the following sections:Desired implementation schedule (see Section C, paragraph 6.3) Proposed Optimum Delivery Schedule - Would the Peace Corps please clarify how Offerors are to prepare the Price/Cost Proposal based on Section L and Section M instructions?

Answer: A "Proposed Optimum Delivery Schedule" should be noted if the Vendor believes that they can improve upon the desired implementation schedule as described by the Peace Corps.

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Question: When does Peace Corps anticipate down selection notification to occur?

Answer: The estimated date is mid to late April 2010.

Topic - Exporting

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Appendix A A1.18 Questions:

· Please provide the format required for the electronic files.

· more information or clarifications - "generate and export electronic files for job placements…"

Peace Corps needs to post Volunteer job opportunities in various venues, including, but not limited to, job networking websites, social and volunteer opportunity websites, universities, professional networking websites and community boards. Peace Corps requires the Offerors to suggest the best solution.

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Appendix A A2.4 Questions:

· Can you provide examples of Peace Corps standard formats?

· What is a Peace Corps standard format?

Answer: Peace Corps embraces industry standard formats such as XML.

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Appendix B B1.10 Question: Please clarify what type of “data The Peace Corps is referring to in this requirement.

Answer: This is a generalized requirement to ensure the Contractor provides the best transfer mechanism for data flow to and from Peace Corps.

Topic - Fingerprinting

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Appendix A A4.3 Questions:

· Please provide the Peace Corps expectations on the capabilities to be encompassed by Requirement A4.3 (electronic fingerprinting). What is expected to be done as part of the VLMS with respect to the collection and processing of fingerprints?

· Provide electronic fingerprinting and collection capabilities, just to be clear, is it just the data that is needed or an actual fingerprinting software solution?

· more information or clarifications - "…electronic fingerprinting and collection capability… for legal and security clearance..."

· Requirement - Access fingerprint data- which systems are currently available to VDS? Is VDS expected to push, pull or bidirectional?

Answer: Although Peace Corps is not currently registered through the Office of Personnel Management (OPM) to have an Electronic File System for fingerprinting and background checks, Peace Corps is moving in this direction. At a minimum, the new VLMS system should have the capability to support collection and storage of electronic fingerprint data and be able to provide alerts (through emails and portals) when the data is requested and received.

Topic - Hosting

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Section C 6.2.6 Question: This requirement points to technical requirements as specified in Appendix B14. Is B14 correct or should it point to the hosting section B2.

Answer: Yes – this reference should be to the Hosting Section B2

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Section C 6.2.6 Question: Also - Appendix B2.3 - This does not mention the WAAS or network. Is PC SLA against hosting environment only?

Answer: Yes – the SLA is for the hosting environment.

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Appendix B B2.9 Question: Please provide additional background on what is meant by Requirement B2.9 “The hosting site shall provide interfaces to dynamically accommodate worldwide time zones”. For example, systems and what data are dependent on that requirement?

Answer: Peace Corps has over 70 global operations in five continents and has worldwide operations with feeds from users in all time zones. The vendor shall include in the proposals how they will to take into account worldwide time zones. The hosting shall accommodate time zones for data input.

Topic - Importing Data

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Question: The background and medical evaluations, are these to be imported from an external data source or input into the system manually?

Answer: The data will not be input manually.

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Question: Is the VLMS expected to collect data from systems residing outside of the Peace Corps network?

Answer: The solution must be able to collect data from outside of the Peace Corps network.

Topic - Imaging/OCR

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Appendix A A1.11

Appendix A A4.4 Questions:

· The solicitation requests that the system be able to support OCR scanning. Is it correct to assume that this means that the system must be able to support storage of scanned documents? Is it correct to assume that scanning and imaging capabilities and services are out of scope – if not, what are the capabilities and software/hardware requirements?

· Does the system have to provide OCR capabilities, or does the Peace Corps have a scan/OCR system in place and the system will need to accept the output?

· Are there any OCR requirements on attached documents?

Answer: The system will need to support the storage of imaged/scanned documents. A determination of appropriate use of imaged documents will be based upon best vendor practices. It is NOT within the scope of this RFP for the vendor to provide services to scan or image existing Peace Corps documents.

The system will need to accept OCR input, as well as import other data as listed in A1.11. A determination of appropriate use of OCR, including but not limited to free form OCR, will be based upon best vendor practices.

Topic - Interfaces

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Appendix A A4.15

Appendix A A6.3 Appendix A A8.1 Appendix B

Section 6.2.4

Questions:

· Is this one of the interfaces that is listed in Section C 6.2.4?

· Requirement - need better understanding on the form of assessment info. file formats etc. or need for integration with other systems.

· Please specify what information needs to be shared with each listed system.

· more information or clarifications - sharing COS information

· What data sources will the Volunteer System need to access that are outside the Enterprise Service Bus (BizTalk)? What formats are they in?

· Section 6.2.4 bullets 1-8 list nine 9 interfaces that are required, bullet 9 indicates that there may be others. Please provide a list of all required interfaces along with the data elements required for each and an indication of whether they are one way or bi-directional Information on integration has been provided at a very high level. Catalog of all interfaces, additional details on these interfaces, third party software integration and the information flow (inbound vs. outbound) between the systems will help with a better understanding on the number of interfaces and integrations to be developed for this implementation.

Answer: This will include a variety of sources, in multiple formats, that will assist in the evaluation of applicants' suitability to serve in Peace Corps. The interfaces will be through the Enterprise Service Bus. Peace Corps is looking for the Offerors to suggest the best business model and practices to integrate to the ESB.

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Appendix B B12.1

Appendix B B12.2 Questions:

Please provide the definition of ‘transport’ and detail of what data.

Please provide definition of ‘transport’ and clarification on ‘different versions of the same contractor’s database.

Answer: Transport is to get data to and from target system; physical movement of data between VLMS and ESB and the format based on business practices and needs.

In the event that the contractor should change database platforms or upgrade platforms, Peace Corps expects the contractor will seamlessly transport data between different versions of the contractor’s database.

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Section C 5.2 Question: Please explain what external systems.

Answer: These can include external organizations such as the National Peace Corps Association, other government partners such as the Corporation for National and Community Service, and other such as universities and community partners.

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Question: What job, networking web sites (e.g. Monster.com) does Peace Corps currently work with?

Answer: The solution should enable Peace Corps to connect with current sites such as, but not limited to, Idealist.org and Encore.org. as well as Facebook, Twitter and other social networking opportunities.

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Question: What is the existing collaboration infrastructure? is this across geographies?

Answer: Our primary collaboration infrastructure is Exchange. Exchange is only integrated at HQ, the Regional Recruiting Offices and the IAP region. SharePoint is in use at Post but they are separate and not integrated. A proof of concept SharePoint server is at HQ.

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Question: System interfaces, there is much discussion regarding seamless integration between the VLMS and this ESB and other systems, is there going to be an issue with us having the ability to 'test' this in a truly test environment? I.e. not production. Do these other systems have test environments that can / should be leveraged for this purpose or will the vendor need to create such and incorporate these costs into the proposal?

Answer: The ESB will be developed and produced by PC and will have a test environment.

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Question: Does Peace Corps expect to have the Volunteer Management System and the Medical System built upon the same technical platform and/or as part of the same instance? Or is the expectation that the two must be able to integrate (web services, data batch processes, etc).

Answer: No, the two systems do NOT have to be built on the same technical platform. These two systems, as well as others, must be able to integrate via ESB.

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Question: What are the application data synchronization requirements? how often is the data synchronized between the partner apps for VDS?

Answer: We are looking for the vendor to provide the best recommendation based on parameters Peace Corps has provided in the solicitation.

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Question: There is mention of an Enterprise Service Bus in the Proposal. Is there an existing Integration Solution at Peace Corps? Is integration of VDS part of the core contract?

Answer: No, the ESB is the Integration Solution and is being developed by Peace Corps.

Topic - IV&V

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Section C 6.2.5 Question: System Requirements. “ The Contractor shall comply with the delivery dates for system applications to be submitted for independent validation & verification to complete both preliminary and final authorizations to operate.” Is there/will there be an IV&V contractor on this project? If so, what timeframes will the IV&V contractor require in completing the preliminary and final authorizations to operate, as these will be critical dependencies to meeting the QASP?

Answer: Yes there will be an IV&V contractor on this project. The timeframes are in Section F, Table 5 and do take into account critical dependencies.

Topic - Legacy Systems

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Attachment 4

Section C Table 2 Questions:

· Application Type - Is the goal to consolidate the applications listed into the new tool? Are any of these applications going to be retained and integrated with the VLMS application?

· Which parts of your current systems will be replaced in Phase A and which will be replaced in Phase B? Please identify current systems that will NOT be replaced as part of the VLMS implementation.

Answer: Yes the goal is to substantially consolidate the applications. Some will be retained - example: Peace Corps Financial System, post-based Volunteer administrative application - but not directly integrated with the VLMS. Peace Corps is seeking the Vendor’s best practices for phasing out legacy systems.

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Question: Where is the entirety of the Volunteer information stored currently? Is it in PCVDBMS?

Answer: The majority of the information is in PCVDBMS. There are independent databases that have ancillary information about volunteers and RPCVs - as well as paper files.

Topic - Mass Messaging

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Appendix A A3.2

Section C Questions:

· Can you provide a rough magnitude for "large scale"? (Thousands? Millions? - This is addressed in Section C, but would like validation please)

· What is the Peace Corps' current monthly mass email volume?

Answer: Currently each of the nine Peace Corps recruiting offices sends out an average of 5,000 mass emails each month to prospects, applicants, and other designated parties. The overall monthly average is 45,000 mass emails per month, or 540,000 per year.

Topic - Metrics

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Appendix A A2.2

Questions:

· Dashboard of “key metrics”. Please provide approximate number and/or examples of what the Peace Corps defines as key metrics.

· What are current VDS performance metrics? what are the expected metrics?

Answer: Peace Corps is looking for Offerors to suggest new business practices and appropriate key metrics based on best-of-breed business process workflow. This activity would be an output of the gap analysis performed by the vendor.

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Question: What are the real business drivers for VDS to succeed and perform well?

Answer: Drivers for the VDS are to provide technical support framework around which business practices can be imposed to meet the Peace Corps mandate to increase the number of volunteers.

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Appendix B B2.8 Question: Software as a Service vendors with Certification and Accreditation agreements have strict limits on what software can be executed on Servers. Thus, in a Certified system, client-specific web site metrics scripts cannot be run. Is the Peace Corps is willing to make Req. B2.8 (website metrics scripts) open to an alternative mechanism to meet the business requirement, or at a minimum, not make it mandatory so as to make a Software as a Service offering conforming?

Answer: C&A has evolved over the past few years and a risk-based management approach has been adopted in the latest revision of the NIST guidelines, starting with the February 2010 version of SP 800-37. Individual agencies may interpret the NIST guidance differently. The intent of B2.8 was to give Peace Corps the ability to view web site metrics/usage on demand and have the flexibility to perform a more detailed analysis if necessary. Alternative mechanisms to meet the business requirements are encouraged in the spirit of a performance-based contract.

Topic - Pilot

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QASP 3-8-10

Section F Table 5 Question:

· Application Functionality Deliver final Application system and documentation upon completion of the Application pilot (On or About October 1, 2010). Performance to be measured against internal Peace Corps test standards.

Peace Corps is anticipating that the Application Functionality should go-live around Oct 1, 2010. Please clarify for vendors on how the Peace Corp plans to manage the application data collected in this new system against their existing business process?

Since the Application functionality is also part of the Pilot, and the go-live for the application functionality is very close to the pilot completion, is the Peace Corp okay with a delayed roll out to accommodate all the feedback from the pilot process?

· Please clarify expectations for the pilot applications to integrate with other systems during the pilot periods.

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Section F Question: “pilot system on a limited scale”. Does limited mean a subset of users? Does it mean limited functionality?

Answer: It means limited functionality - a subset of the total functionality of the VLMS.

Topic - Privacy

· Do you consider eFOIA (electronic Freedom of Info Act) for this project? in this phase?

· What are the redaction requirements?

Answer: Peace Corps is not requiring any readaction functionality within the RFP. If the Offerors wish to propose the functionality it will be evaluated within the totality of the proposal.

Topic - Project Methodology

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Questions:

· Please specify the number of Peace Corps FTEs that will be dedicated during each planned project phase along with their designated roles.

· How many team members are expected to be on the Project Functional and Technical Teams?

Answer: PC has in place a VDS Program Office with Subject Matter Experts to support the project. Additional technical personnel available as required. The number of FTEs will meet needs at appropriate phase, which Peace Corps fully intends to support.

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Section G G.10 Question: The requirement that the Project Manager and Technical Leads both have experience with HR systems unnecessarily prohibits staffing the most qualified candidates for these positions. Should the requirement not be adjusted to require that they both have experience implementing case management, workflow, and web portal implementations, and that a business lead with HR expertise be provided to bring HR best practices and expertise.

Answer: Peace Corps views HR type experience as critical to success of the project.

Topic - Reporting

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Appendix A A2.1

Appendix A A2.10 Questions:

· “Standard Reports” Please provide approximate number and/or examples of what the Peace Corps defines as standard reports.

· more information or clarifications - "…generate all reports needed to comply with federal mandated reporting requirements..."

Answer: The system shall be able to provide strong reporting capability in both standard saved "canned" reports as well as flexible ad-hoc reporting capability. Peace Corps will need to have new standard reports based upon the best business practices provided by the vendor.

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Appendix A A2.9 Question: more information or clarifications - "capability to generate reports based upon input from survey results..."

Answer: Peace Corps needs to be able to capture marketing and prospect information from a variety of sources. As well as ongoing attributes associated with volunteers and will need capabilities to analyze data to be able to reach management decisions.

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Question: Is it important to track the following?

• VDS progress in terms of Volunteer deployment. Visual dashboards into this information with drill down capabilities for different programs?

• Historic performance

• Volunteer profiles

• Program profiles based on regions/geographies

• Tracking Volunteer groups

Answer: Peace Corps needs to achieve a rich reporting capability that will include, but not be limited to, these issues.

Topic - Resumes

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Appendix A A4.10

Questions:

· Please clarify what is meant by resume processing. Is this simply document upload or does it involve parsing components of the resume such as education into individual storage fields?

· What is meant by "automated resume processing"? Automatic recognition of scanned or uploaded resumes? In any format?

Answer: The system shall be able to provide the resume submission as per Appendix A A4.4. Peace Corps is seeking the vendor’s best practices for automating the processing of resumes which may include parsing of components or other functionality.

Topic - SDLC

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Appendix B B7.3

Appendix B 3

Section F Questions:

· Please clarify if vendors must adhere to the Peace Corp’s SDLC or can the vendors use their own implementation method, which is optimized for their technologies and applications.

· Current IT Infrastructure and Standards. The Peace Corps SDLC (Appendix B, Section 3) references much more documentation than is detailed in the deliverables (Section F) under the contract. Will the documentation be limited to only those documents specifically detailed in the RFP? If so, is there are process for getting approvals to tailor the SDLC and has the Peace Corps received this approval? Are there Peace Corps templates to be followed in the development of deliverables/documentation and can they be provided?

· In the Peace Corps SDLC is there a requirement for this project to use a waterfall project management methodology or will an Agile based methodology be acceptable?

· In a Software as a Service (SaaS) or cloud computing environment where multiple clients are provided services on a single platform (vs. a traditional in-house software offering), the SDLC processes and practices are the responsibility of the vendor on behalf of all clients. OMB has stated, unequivocally, that cloud computing and SaaS are the preferred choices for IT projects procurements. In some cases SaaS/cloud computing terms and conditions may not precisely match all details in the Peace Corps-specific SDLC. How does the Peace Corps plan to approach the SDLC-related requirements so that a Software as a Service or cloud computing offering can be deemed conforming? a. Specifically, a key component of the SaaS model is the ongoing incremental release (also referred to as continuous innovation) of new features and functionality and regular upgrades to the entire platform for all customers. A SaaS model does not operate under traditional release processes. Therefore, written consent of each client on each incremental release is non-standard.

Answer: The SDLC represents the entire lifecycle of our systems development and is a framework that requires tailoring for implementation. Selection of a vendor will complete the Select Phase of the SDLC. Years one and two of the contract will be focused on the Control Phase of our SDLC that includes:

• Project Definition

• System Design

• Construction

• Acceptance

• Operational Readiness

The Control Phase may consist of multiple iterations following either a spiral or agile methodology of system development. The SDLC does not demand a waterfall approach. In fact a waterfall approach is highly undesirable; it merely requires that the proper planning and oversight is done to ensure the success of a project.

The SDLC is to be used as guidance and can be tailored for use with SaaS. It is provided as a frame of reference and Peace Corps seeks to implement leading industry practices. Vendors are encouraged to present their implementation method as part of the response.

Topic - Security Requirements

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Section C 6.0 Question: The general requirement refers to Section 6.2.4: Security Requirements. We believe it should refer to Section 6.2.5.

Answer: Yes, that is correct. The reference should read 6.2.5 Security Requirements.

Topic - Self-Service

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Appendix B B1.8 Question: What services falls under the Peace Corps definition of “self service”?

Answer: Vendor shall provide web interfaces to allow Peace Corps Applicants, Volunteers and RPCVs the ability to update personal information with a minimal of intervention of Peace Corps staff.

Topic - Single Sign-On

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Section C 6.2 Question: What does the Peace Corps mean by “Single Sign On” in Section C 6.2, 6.2.1? Is this outside of their existing AD?

Answer: A SSO solution is required to integrate the VLMS with AD and other future applications such as the VEHS. AD is part of the architecture, but applicants of the system won’t be given Peace Corps AD accounts until they become Volunteers.

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Section C 6.2.1 Question: Is this just an interface or will the Offeror be responsible for security over other systems within PC outside of the development effort? (ESB)

Answer: The offeror is responsible for security of systems directly related to this development effort. The ESB and VEHS is not within the boundary of the VLMS.

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Question: There is mention multiple times of a 'single sign on,' if the expectation is that the VLMS we are to be involved with will be the spearhead of this single sign on, will we have access to the other systems, such as VEHS, in order to implement a unified approach?

Answer: Peace Corps is asking the vendor to provide a SSO solution that will be used for future systems including the VEHS. A separate contract will be awarded to a VEHS vendor who will be responsible for integrating with the SSO solution.

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Section C 3.4 Question: What is the authentication provider for the VEHS? Is it based on Active Directory?

Answer: The VEHS must integrate with Active directory and whatever SSO solution is proposed as part of this RFP.

Topic - SLAs

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Appendix B B1.1 Question: "Availability:

• The system must be available to users a minimum of 99.5 % of the time.

• All web page transaction responses must fall below three seconds for 90% of transactions.

• No outage shall exceed one hour per incident and two repeated outages per service year.

• Required service uptime is 24/7 365 days except maintenance down time as agreed in the service level agreements" Does this apply to the application only?

Answer: No - it refers to the totality of the application and the required external hosting.

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Appendix B B1.1 Question: "Contractor’s support must maintain a customer satisfaction rate of 90% and higher." - How is the Peace Corps planning to measure this metric?

Answer: Peace Corps will seek the best recommendation from the Vendor on measuring this metric.

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Section C 6.3.7 Question: para 2 - We believe that the paragraph should reference Appendix B Section 9 “Maintenance/Support” rather than Section 8.

Answer: The paragraph should reference Appendix B Section 9 Technical Requirements: Maintenance / Support.

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Section L 3.C Question: Also - Section C & QASP - In the instructions for the Quality Assurance Plan the Peace Corps indicates that the proposal “includes SLA’s and Disincentives.” However, the RFP package includes a Quality Assurance Surveillance Plan (QASP) with specific SLAs and Dissentives. Is it correct to assume that the QASP included with the RFP is notional and that the proposal should include specific SLA’s and Dissentives that are tied to our offering?

Answer: Peace Corps expects a full level of service level agreement that meet all aspects of business and technical requirements. What is provided in the RFP is the minimum line only.

Answer: Peace Corps is looking for best commercial practices on SLAs from the Offerors and has set a minimum level of service requirements which the industry average should far exceed.

Topic - Training

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Section C 6.2.7 Questions:

• Training – Please provide approximate numbers for each of the training categories listed.

• Please clarify that vendors are required to only provide best practices to for training and the Peace Corps will perform the training not the Contractor.

• Who will be responsible for training end users and how many end-users need to be trained?

• Does the Peace Corps have a Training Department they wish us to work with for End User Training or will we be handling it on our own?

Answer: The Vendor will perform training, based on their best practices, for the following groups: Train the Trainers (approximately 10-15 people); Peace Corps System Administrators (approximately 10-15 people); Peace Corps Technical Development Staff (approximately 10-15 people). End User training will be performed by Peace Corps Trainers.

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Section C 6.2.7 Question: bullet 2 - Is the requirement to provide training and documentation to the designated system administrators optional if the proposed solution includes both system administrations? Because our production environments are very tightly controlled and we utilize ITIL based “Change” and “Configuration” management process, it will be highly unusual to allow Peace Corps system administrators to manage the system.

Answer: Peace Corps agrees that the System Administration function as defined for the production operation of the system is optional. If the definition of sys ad is the facilitation of workflow processes then the training is not optional.

Topic - Upgrades

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Section C 6.3.6 Question: para 2 - “… The Peace Corps reserves the right to accept or decline proposed software upgrades. … “ - In order to meet many of the SLA, we require that Offeror’s Host the software that is currently being supported. We recommend that the Peace Corps modify this requirement to ensure those upgrades are approved such that the software is covered by the manufactures support agreements.

Answer: The requirement will remain. Peace Corps will entertain any alternate proposed solutions.

Topic - Users

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Section C Questions:

• How many internal users will be…