RFI Questions and Answers.pdf

QUESTION 1: Section 5.3: Are there defined Service Level Agreements (SLAs) or performance standards for system and database administration services? For example, should extract transfer load (ETL) processes be executed within a specific timeframe, or are there uptime targets for the DaVINCI database?

GOVERNMENT RESPONSE: Yes, exchanges and ETL business rules have been established through the life of the project now in sustainment. It is anticipated that the incoming support would maintain similar performance.

QUESTION 2: Section 5.5: Is the mapping process expected to include a comprehensive review of historical data, or will it focus only on new data as it enters the Observable Medical Outcomes Partnership (OMOP) common data model (CDM)?

GOVERNMENT RESPONSE: Historical mapping and business rules will be part of the transition support.

QUESTION 3: Section 3.0: Regarding the optional task for transition support during the Cerner Data Warehouse deployment, is there a specific timeline or set of conditions under which this task would likely be activated?

GOVERNMENT RESPONSE: No, this task is dependent on approved transition to a joint warehouse cloud environment.

QUESTION 4: Section 4.3: Are the optional travel locations likely to overlap with the optional task for Cerner Data Warehouse transition, or are they separate requirements?

GOVERNMENT RESPONSE: Travel is not overlapping and intended for training and strategic planning purposes. Travel is not anticipated as part of the Cerner optional task.

QUESTION 5: Section 5.2: The PWS specifies a five-day timeline to obtain access to DoD and VA data sources. Is this timeline realistic given the complexity of obtaining necessary security clearances and data use agreements? Are there any contingency plans if access is delayed?

GOVERNMENT RESPONSE: If the vendor runs into difficulty, we would be able to work out something based on the anticipated delay. We may also extend the timeline if necessary.

QUESTION 6: Section 5.5: Which stakeholders (beyond the VA business ETL team) will the contractor need to engage with for approvals, and what is the expected turnaround time for feedback?

GOVERNMENT RESPONSE: The DaVINCI team leads will provide primary direction in the work on these efforts. The VINCI OMOP team and the DoD DaVINCI leads are also key stakeholders in DaVINCI efforts.

QUESTION 7: Data Element Specifications: The PWS should include an estimate of the number and types of data elements present in the DoD and VA data stores. This level of detail is crucial for bidders to provide realistic pricing and resource allocation for tasks such as mapping, testing, and data analysis.

GOVERNMENT RESPONSE: Approximately six thousand data elements, in 67 tables, totaling 26 billion records.

QUESTION 8: Training Scope and Audience: The PWS mentions quarterly training for 30 participants but lacks clarity on whether this represents the total researcher population or a subset. Additionally, it is unclear if the sessions will require tailored materials for different audiences (e.g., new vs. experienced researchers). Will training content need to be customized for various user groups (e.g., beginner, intermediate, advanced researchers)?

GOVERNMENT RESPONSE: Training is typically provided via CyberSeminar and rarely in person for specific internal groups. There is a varied audience from new users to veteran experienced users. We usually tailor the training for a specific topic and groups or members are free to attend at their choosing.

QUESTION 9: Training Scope and Audience: The PWS mentions quarterly training for 30 participants but lacks clarity on whether this represents the total researcher population or a subset. Additionally, it is unclear if the sessions will require tailored materials for different audiences (e.g., new vs. experienced researchers).Is the contractor responsible for maintaining a repository of training materials for subsequent use, or will the government take ownership after initial delivery?

GOVERNMENT RESPONSE: Training materials and artifacts are government property and typically stored on the internal facing network site “VINCI Central” in a training repository available to the Research community for viewing at will.

QUESTION 10: Quality Assurance Metrics: The PWS outlines QA testing requirements but does not define the acceptable error rates or performance thresholds for transformed data. Providing these metrics will help standardize QA efforts across contractors.

GOVERNMENT RESPONSE: See Quality Assurance Surveillance Plan