KSC RFP Amendment 1 - Question.doc

April 7, 2008 Reference:

Solicitation Number- SOL-OAA-08-000001, Amendment No. 1

Request for Proposals- USAID Knowledge Services Center (KSC) and USAID Development Experience Clearinghouse (DEC)

Dear Offeror:

The following revisions are made to the RFP:

I.

The closing date for proposals is hereby changed to April 16, 2008 at 11:00 AM Eastern Standard Time.

II.

Section C - The requirement for a T1 line on page 13 of the RFP Scope of Work is deleted. Therefore, the statement “The contractor must provide a T1 line for transferring large amounts of data from the Development Experience Clearinghouse” is deleted in its entirety.

III.

Section F.6 Level of Effort (a) is partially revised to read, “The contractor shall devote 364,000 person-hours level of effort of direct employee, consultant, or subcontractor labor for the period specified under Period of Performance”.

IV.

Section L.6 - The following statement on page 91 of the RFP is hereby revised as follows:

“Proposals must remain available for acceptance by USAID for a minimum of ninety (90) days”.

is hereby revised to state

“Proposals must remain available for acceptance by USAID for a minimum of 180 days”.

V.

Section L.11 – Branding Implementation Plan (BIP) – paragraph 2 - delete the works “… in Afghanistan …”. The rest of the paragraph remains unchanged.

VI.

Section L.10 – delete the following statement, “Please also note that USAID expects offerors to propose reasonable and minimal costs for office space, furnishings and related administrative inputs”.

VII.

Section C – Scope of Work - page 12, Scanning Development Experience Reports, bullet three is revised to read: “Scanning the DEC backlog of 1,800 boxes of paper documents, and 1,200 boxes of unclassified microfiche records during the life cycle of the contract, as time and resources permit, without using dedicated resources for this particular task

VIII.

Question and Answers - The following are questions asked by potential offerors as well as their corresponding answers:

1) Why did we use NAICS code 561210 instead of 519120? Do we plan on changing the NAICS code?

Answer: NAICS code 561210 is the most appropriate code and will not be changed.

2) Are the staff people who will operate the knowledge center to be included in the proposal?

Answer: All personnel required to perform the entire scope of work must be included in the proposal.

3) Are these people USAID employees who are to be paid through the contract or is it anticipated that these will be new people?

Answer: All proposed personnel will be employees of the contractor. There are no USAID employees assigned to this work unit.

4) This is a small business set aside. Is there a preference for a specific set aside group such as Service Disabled Veteran Owned businesses?

Answer: There is no preference for a particular set aside group. All small businesses are encouraged to participate.

5) Is there an incumbent on the contract? If so, who is it?

Answer: Please note that the scope of work in this RFP is a consolidation of knowledge management services for which there is no current incumbent. However, most of the services described in this solicitation are currently performed by two contractors:

Bridgeborn.

596 Lynnhaven Parkway Virginia Beach, VA 23452

Contract Number: RAN-M-00-07-00005

Contract Amount $8,500,000.00

Start Date: 3/6/2007 and

Logical Technical Service Corporation (LTS) Contract Number:

RAN-C-00-03-00032,

Contract Amount TEC $11,512,145.00 Start Date 9/12/2006

6) Do we need to respond to the Pre-Solicitation or is there going to be an RFP issued on April 11th?

Answer: Offerors do not need to respond to the pre-solicitation notice. Interested offerors should respond to the Request for Proposals which was posted on FedBizOpps on March 14, 2008.

7) The RFP is very detailed in the personnel qualifications descriptions – is there a current workforce the KSC would like to retain via the awardee for this effort ?

Answer: Detailed personnel qualification descriptions were provided in the RFP to ensure that the personnel performing the work under this contract will have appropriate skills and experience. The personnel that will be proposed for work under this contract must be determined by the offeror.

8) Solicitation instructions state the following: “Offerors can register and use the Interested Vendor List (IVL) on the FedBizOpps website: http://www2.fbo.gov/EPSVendorsManual/VG6-Interest.html, so that firms can contact one another for consideration of teaming arrangements and/or small business subcontracting opportunities in response to this solicitation”. However, the “Register as Interested Vendor” button/link is not enabled. Is there another vehicle by which you would like potential vendors to register?

Answer: The link has been enabled. Interested firms may now register and use the Interested Vendor List located on the FedBizopps website.

9) Page 13: “Contractor must provide a T1 line….” Could you please tell us what infrastructure is currently in place for T1 connectivity provisions? Is this statement meant to indicate connectivity to an existing T1 backbone ?

Answer: The current contractor for the Development Experience Clearinghouse (DEC) is located outside USAID space. The T1 line will not be required because DEC personnel will be moving to the USAID tech hub in Rosslyn, Virginia. Therefore, USAID is hereby deleting the requirement for a T1 line – see revision II above to the RFP.

10) On page 103 of 132, the requirements for the Branding Implementation Plan (section 2) states that the Plan must address:

“How to publicize the program, project, or activity in Afghanistan and a description of the communications tools to be used.”

Answer: Section L.11 Instructions for Preparation of Branding and Marking Plans- paragraph 2 is hereby revised to delete the words “… in Afghanistan …” – see revision V above to the RFP.

11) The RFP requires that the contractor provide 5 key personnel: one Project Manager and four “Team Leaders.” The subsequent descriptions of required personnel cover 15 different skills sets, but none is highlighted as a potential “Team Leader.” Who are the four Team Leaders? Are they a subset of the 15 individuals listed in Section F.9? Or is USAID seeking a Team Leader for each of the four major support areas: Development Experience Clearinghouse, Analytical Research Services, Library Services, and Learning Resource Center? Please clarify.

Answer: At least one senior individual in each support area (Development Experience Clearinghouse, Analytical Research Services, Library Services/Learning Resource Center, Knowledge Management Team) will have a dual role. For example, one of the senior researchers will also serve as the team leader for the research group. Additionally, we require a Project Manager to serve as manager for the entire project.

12) The information requested on the past performance forms provided in Attachment J.6 does not directly match the information requested on p. 98 of 132 of the RFP. Should we use Attachment J.6 as is; modify it to include additional items requested on p. 98; or develop our own form that includes all of the requested information?

Answer: Please provide any documentation that you consider relevant in assessing your past performance. It will be deemed acceptable if the form has to be modified to include additional information.

13) Section I.20 states that we are to use AID Form 1420-17 (Attachment J.1) for all key personnel. However, the form does not request information that is required in Section L.9 (c) 4 (b) on p. 97, such as “experience in developing countries and the extent of participation and level of responsibility undertaken in similar support work during the last 10 years.” Are we obliged to use the form, or can we use our own resume format that includes all of the information required under Section L.9 (c) 4 (b)?

Answer: The RFP requires that AID form 1420-17 be submitted for all key personnel. In addition, offerors may provide additional documentation such as a resume to support the other requirements in the RFP.

14) Section L.9(5): Is the past performance information requested included in the page limit for the technical proposal.

Answer: Please see paragraph (b) of section L.9 for a listing ot items that are excluded from the page limit for the technical proposal.

15) Will you please provide the list of equipment and software that requires replacement and/or maintenance?

Answer: A list of equipment and software cannot be provided at this time. However, note that USAID pays for the replacement and/or maintenance of such equipment.

16) Section F.6 : The level of effort in person-hours is listed as 863,200 – is this correct?

Answer :This level of effort is incorrect. Please see revision III above to the RFP.

17) Page 13: Do the DEC websites conform to OCIO and OMB guidelines for Information Security?

Answer: YES, the DEC websites do conform to OCIO and OMB guidelines for Information Security.

18) Section F.6 of the solicitation states, “(a) The contractor shall devote 863,200 person-hours level of effort of direct employees”. Based on a 2,080 per year this would equate to 83 persons per year on this project (863,200/2,080/5 = 83). Is that level of effort correct?

Answer: This level of effort is incorrect. Please see revision III above to the RFP for the answer to this question.

19) For each of the five CLIN’s listed in Schedule B4 (Cost Schedule), would USAID please provided the anticipated level of effort, by year for each separate CLIN?

Knowledge Management Services

XXXXX hours

Analytical Services

Library Services

Learning Resource Services

Development Experience Clearinghouse Services

Answer: USAID does not want to stipulate the LOE by CLIN for each year. However, the information contained in this Amendment may be useful to offerors in determining the LOE by CLIN.

20) Will USAID provide the anticipated level of effort, by individual labor category (reference Section F.8), for each of the five CLINS listed in Section B4? (Knowledge Management Services, Analytical Services, Library Services, Learning Resources Services, Development Experience Clearinghouse Services, shown in Section F.8 for each of the five).

Answer: . USAID does not want to stipulate the LOE by individual labor category for each of the five CLINs listed in Section B4. However, the information contained in this Amendment may be useful to offerors in determining the LOE by labor category.

21) While Illustrative Labor Categories have been provided in Section F.8, fixed labor rate categories have not. Are we correct in assuming that as this is a cost reimbursable contract, actual labor costs, not fixed labor rates will be reimbursed?

Answer: USAID plans to award a five-year period cost-plus-fixed fee, term contract.

22) Section B.7, Ceiling on Indirect Rates. Are ceilings only applicable to the prime contractor or must the prime and each subcontractor provide their own individual ceilings?

Answer: The ceiling rates are applicable to the prime contractor. It is the prime contractor’s responsibility to negotiate any subcontracts. USAID has no legal relationship with the subcontractors.

23) Section D.2, Branding Strategy, on page 17, states “How the KSC logo will be positioned on materials and communications.” Does a KSC logo currently exist? If not, are we expected to identify/design one?

Answer: A logo was created under the previous award. Additionally, information on USAID branding is located in USAID regulations. Specific information will be provided at the time of award.

24) Under Library Services category of Section C, on page 9, bullet point 12, it says "This responsibility includes all taskings including but not limited to identifying relevant material, ordering and purchasing, subscriptions to periodicals, invoice payment, accounting and management reporting. All purchases must be approved by the CTO." Does this mean that contractor pays for all resources purchased for the library and then invoices USAID?

Answer: The contractor does not pay for all resources purchased for the library. All major electronic subscriptions are paid and managed by the government through FEDLINK. The Government also maintains a contract with a subscription agent for hard copy periodicals. Purchases made through the contract are limited to small purchases and include books, newspapers, limited periodicals and limited small electronic resources. The contractor will invoice USAID for these items.

25) Will the contractor have to pay for the space and facilities at the Tech Hub?

Answer: The contractor will not pay for space at the tech hub.

26) Does USAID intend to extend the deadline for receipt of proposals?

Answer: Please see revision No. 1 above to this RFP for the answer to this question.

27) Please provide the following information:

Incumbent vendor:

Incumbent contract #:

Incumbent award date:

Incumbent award amount:

Answer: Please refer to the answer to Question 5 for the answer to this question.

28) Please provide usage statistics to help determine labor need.

a. Inter Library Loan (ILL)- incoming/outgoing

b. Circulation

c. Acquisitions (type of acquisition and how many)

d. Average number and type of requests per month in the Learning Center

Answer:

a. Interlibrary Loan: 225/month

b. Circulation: 200/month

c. Acquisitions: 50/month; 90% books, 10% audiovisual resources (mostly DVDs)

d. Requests in the LRC: 15/month; country briefing packages

29) What are the open hours of the library/learning center?

Answer: The hours are Monday- Friday 9:00 am to 4:00 pm

30) How many people are currently employed in the Library and Learning Center and what are the labor categories?

a. By USAID

b. By incumbent

Answer: The illustrative labor categories have been provided in the RFP. All labor categories are employed by the contractor not by USAID.

31) If the incumbent is not successful, will the necessary staff members employed by the incumbent transfer to the winning bidder?

Answer: The proposed staffing is entirely up to the individual offerors..

32) What impact will/can the new technology required on page 14 have on deliverables discussed on pages 11-13? It seems that the call for new technology could potentially override all the other deliverables in the SOW. If contract deliverables change, how will this be accomplished?

Answer: If any change in technology impacts on the deliverables in the SOW, a bilaterial modification will be processed, as appropriate at that time.

33) Please provide a copy of the USAID's Enterprise Architecture baseline (page 14, paragraph 1)?

Answer: Please see Attachment A.

34) Please describe the relationship between the 'new technology' on page 14 and the 'commercial search engine' provided by the USG (page 13, paragraph 2)?

Answer: The commercial search engine is dedicated to search only the contents of the development experience clearinghouse. The new technology on page 14 is not just a search engine but an integrated tool (cataloging, storage, retrieval documents).

35) Will the 'commercial search engine' to be provided by the government satisfy the requirement (page 13, paragraph 1, first bullet) to 'search by specific database fields'? Also, to what extent should contractor recommendation of 'new technologies' be driven by systems whose use is mandated in other parts of the SOW (e.g., SIRSI, USG-supplied 'commercial search engine')?

Answer: The commercial search engine will not satisfy the requirement on page 13. For the remainder of this question please refer to the answer to question 34.

36) If all work is to be done in USAID space, please explain the need for a T1 line to the Ronald Regan Building from the contractor site.

Answer: A T1 line is no longer required. Please refer to the answer to question 9.

37) Please describe the contractor’s responsibility for the security of systems it uses in USAID space? Are there more recent USAID IT Security policies that stipulate shared responsibility?

Answer: The contractor is responsible for the security of the application software and database (if applicable) operating within USAID space. The USAID contractor responsible for the operations and maintenance of file servers would be responsible for the security of the operating system to include: ensuring patches are up to date and ensuring any and all file servers, and applicable applications such as IIS or Apache, are built using the USAID standard configurations. Furthermore, any Windows system will be added to the USAID Windows domain thus falling under the auspice of USAID group policy. Additionally, the contractor along with the system owner must categorize the data contained within the application, based on USAID's security categorization process. Also, based on the outcome of the security categorization, the contractor should expect to integrate the required National Institute of Standards and Technology (NIST) 800-53 security controls throughout the life cycle of the system. This should include, but is not limited to conducting a Privacy Assessment, Certification & Accreditation of the system, and the mitigation of system vulnerabilities and weaknesses.

38) Regarding the Sirsi STILAS library software, does USAID want to continue using SIRSI in light of having technology solutions proposed that are compatible with enterprise baseline requirements? Also, in one case, the RFP states that the contractor will provide and maintain the software (page 8). In another case, the software will be provided by the government (page 11). Please clarify.

Answer: We will continue using SIRSI, until we identify, approve, procure and implement another integrated tool that would replace it ; if funding is available. The Sirsi STILAS software is provided by the Government. The maintenance fee is paid by the Government.

39) If the agency opts for a non-STILAS solution, will these stipulations remain as contract requirements?

Answer: If the Agency opts for a non-STILAS solution, the Agency will pay for the software and the maintenance and the stipulations will not remain as contract requirements.

40) Can USAID provide a distinct list of deliverables it expects under this contract?

Answer: Please see section F.4 for required reports and/or deliverables. Additionally the services and requirements in Section C – Scope of Work must be provided under this contract.

41) How does the government anticipate the total number of hours to be spread across the various task areas for this contract?

Answer: Please see the answers to questions 19 and 20 above.

42) Section 12 of SF33 includes a price validity period of 180 days however; page 91 of the RFP indicates that proposals must remain available for acceptance by USAID for a minimum of ninety (90) days. Please clarify what the expected validity period is for proposal submissions.

Answer: Please see revision IV above to the RFP for the answer to this question.

43) Section F4.4: “The contractor shall maintain an Operations Manual covering all services and functions to be performed under the contract… The contractor shall use the Agency approved sections of the Operations Manual as a basis for staff training prior to actual performance of functions in the contract…” Does this mean that the contractor cannot charge time to the contract for staff prior to them receiving this specific training?

Answer: It is acceptable for the contractor to bill USAID for personnel under this procurement prior to their completion of the Operations Manual Training.

44) The Geographic Code is listed at 000. While we understand that the work is to be done locally in DC or VA, is there a chance that any overseas work will need to be done?

Answer: KSC staff members may occasionally be required to travel to various USAID missions for short assignments. This requirement will not exceed 3 to 4 trips per year for the overall contract. The duration of these trips will generally be 2 weeks or less.

45) FAR Clause 52.504-2, Security Requirements is included. We see no reference in the RFP to confidential, secret or top secret work under the scope. Is it anticipated that there will be such work?

Answer: The contractor may possibly have access to classified documentation. For this purpose the clause was added.

46) Office Space: page 20 of the RFP indicates USAID will provide space at two addresses; page 99 indicates offerors should propose reasonable and minimal costs for office space. Will USAID provide required office space for the project?

Answer: Office space will be provided by USAID. Please see revision VI above to the RFP.

47) Equipment and supplies: Will “start-up” computers and peripheries, software, faxes, communication, and related equipment be supplied by USAID, charged directly to the project or covered by the contractor’s indirect cost allocations? Will access to government purchasing mechanisms be provided to meet these requirements?

Answer: Computers, fax machines, software and related equipment will be provided by USAID as government furnished property.

48) Current CLIN Budgets: For the current or a recent fiscal year, please provide the percentage of total expenditures (for all five CLINS) allocated to each of the five CLINS?

Answer: The current contracts are not set up using these same CLINS and therefore this information is not available.

49) Please clarify if past performance references (PPRs) are limited to 5-7 PPRs for the contractor’s entire team versus each team partner.

Answer: Please refer to section L.9 “INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL PROPOSAL” of the subject RFQ for the answer to this question.

50) The Disclosure of Lobbying Activities Certification is attached as Attachment J.7, however, it is not referenced in the technical or cost instructions in Section L. Please confirm that the contractor and all subcontractors are required to submit the Disclosure of Lobbying Activities Form.

Answer: Please refer to the instructions on page 2 of Attachment J.7 for the answer to this question.

51) Is there flexibility in the percentage allotted to major subcontractors? to increase the number of major subcontractors performing on the project?

Answer: The prime contractor must perform at least 51% of the work. Therefore, subcontractors could perform up to 49% of the work.

52) Given the small business subcontracting goal of 51%, please advice what percentage of the remaining 49% should go to small businesses? Please advise what evaluation points are allocated to the fulfillment of small business subcontracting goals.

Answer: Offerors should provide subcontracting goals that they think would give them the best mix. Please see Section M.3 for evaluation criteria and their associated point values.

53) In Section F2. the RFP states “The period of performance for this contract is one base period with four option periods beginning on the effective date on the cover page of the contract through …” What is the length of the base period for this contract? What is the length of each option period?

Answer: The base period is one year. Each additional option period is one year, if exercised. The total period of performance including all options shall not exceed five years.

54) Page 9 states that the Library Services responsibilities include “purchasing of selected equipment, electronic resources, and software, as necessary;” is it the contractor’s responsibility to pay for these out of their budget, or to coordinate the purchase using USAID’s budget?

Answer: Please refer to the answer to question 24 for the answer to this question.

55) How many people support the existing system? How many contractors (# of FTE) work in each service area today? How many government employees? Does USAID expect changes in staffing levels under the new contract?

Answer:.Please refer to the answers to questions 3 and 30 for the answer to this question.

56) What are the business continuity and disaster recovery requirements?

Answer: The contractor is responsible for developing and testing the disaster recovery process for the system. The system disaster recovery process will matrix into the overall AIDNet disaster recovery process and thus into the business continuity plans for the entire agency.

57) What NARA compliance requirements apply for this program?

Answer: The NARA compliance requirements are those that apply to record management standards.

58) The RFP calls for 5 key personnel (4 team leaders and a project manager). However, there are 5 areas of service to be provided (Knowledge Management Services, Analytical Research Services, Library Services, Learning Resources Services, and Development Experience Clearinghouse Services). Should there be 5 team leads (one for each area)? If only 4 team leads are key, how is USAID defining the key team leads? (Section F.7, pg. 29)

Answer: Please refer to the answer to question 11 for the answer to this question.

59) The government has requested 863,200 hours of effort. Can USAID break this level of effort down among the 5 CLINS, by base and option years? (Section F.6, pg. 21).

Answer: Please note the change in the requested number of hours in revision III above to the RFP. Please refer to the answer to question 19 for the answer to this question.

60) Can offshore resources be used to accomplish the work described in the RFP?

Answer: Offshore resources cannot be used to accomplish the work described in the RFP.

61) The RFP makes reference to 1,300 classified microfiche records in the backlog. What percentage of all document files are classified?

Answer: We do not handle any classified documents. Therefore, we are hereby revising page 12, Scanning Development Experience Reports, bullet three - see revision VII above to the RFP.

62) Because USAID is an international organization, are there any export restrictions for technology that might be used? Are solution components expected to be deployed outside the U.S. ?

Answer: This question is not applicable to the nature of this contract.

63) Is IP v6 a requirement for systems on this program?

Answer: The contractor is required to confirm that any hardware or software bought in support of the USAID project is IPv6 capable. However, IP v6 has not been implemented at any level within USAID at this time.

64) Is HSPD- 12 (smartcard) or DoD CAC a requirement for systems on this program?

Answer: Please refer to H.12 of the RFP for information concerning HSPD 12.

65) What encryption standard (if any) NIST 2008 or 2010 standard is required for transmission of data, storage of data, and/or other encryption requirements?

Answer: All data traversing the Internet must be encrypted using FIPS compliant cipher suites to include TLS with AES encryption, per FIPS 140-2 and 140-3 (Draft) standards. Data at rest, to include that residing in databases or on disk/tape should be encrypted if it contains Privacy information to include personally identifiable information or if the data is sensitive to the point where the business owner deems it in need of encryption at rest. Furthermore, while internal AIDNet communications links are encrypted, it is advisable to perform TLS encryption of web based applications requiring credentials to gain access.

66) Are identity cards and user validation a requirement of this program? Do NIST Suite B standards apply for this program?

Answer: Not at the present time.

67) How many data centers are currently operated for DEC and KSC?

Answer: There is 1 data center.

68) How many data center locations are there?

Answer: There are 2 production computer rooms within the Washington Metropolitan USAID network where servers are typically installed. They are: (1) primary telecommnications and computer operations center at the RRB in Washington, which houses production USAID/Washington servers and pre-production lab which closely emulates production and serves as the final testing environment. (2) Tech Hub computer room at the Tech Hub in Rosslyn, VA which houses development and test servers, and also servers supporting Allnet, USAID’s external network. There is a 3rd center located in Beltsville, MD where network connectivity between USAID/Washington, the missions and external locations is housed. There is a 4th center located in Ashburn, VA where the USAID COOP site is located.

69) What data classification model are you using? (e.g. FIPS 199 Standards for Security Classification of Federal Information)

Answer: FIPS 199.

70) Do you require compliance with FIPS-188 Standard Security Label for Information Transfer.

Answer: No

71) Are there any restrictions on offshore data transformation (document and microfiche scanning).

Answer: Please refer to the answer to question 60 for the answer to this question.

72) Are there any requirements regarding DoD 5015.2 compliance?

Answer: As the KM program matures, we will be exploring ways to adapt some of the DoD 5015.2 recommendations

73) What is the average number of concurrent connections?

Answer: There are 20 concurrent connections.

74) Which NIST-SP800-53 Profile will this system fall under (low-impact, moderate-impact, or high-impact)?

Answer: This system falls under the low-impact NIST-SP800-53.

75) What is the System Recovery Time Objective (RTO) Requirement?

Answer: 48 hours

76) What is the System Recovery Point Objective (RPO) Requirement?

Answer: 24 hours.

77) What is the Service Maintenance Objective Window Requirement?

Answer: 8PM-5AM.

78) Does USAID have a functional Configuration Management Database?

Answer: USAID does not currently have an operational CMDB in place. There are, however, robust processes in place to manage network configuration changes, through 2 change control boards: (1) an operations and maintenance CCB that manages all network changes; (2) a CIO CCB that manages all enterprise level network changes.

79) Does USAID have a change control governance board?

Answer: Yes

80) "Knowledge Fairs and Summer Seminars" - is event planning included in the SOW and budget?

Answer: The role of the contractor is to assist the Knowledge Management (KM) team in planning and conducting the seminars. The space is paid through the KM budget. The speakers who are selected (mostly USAID personnel) provide their own handouts and other material.

81) Are international inter-library loan shipping fees and lost materials restocking included in bid?

Answer: All inter-library loan fees are paid through the contract.

82) Are fees for external news feeds included?

Answer: No, the fees for external news feeds are not included in the budget.

83) Which 508 Accommodations’ for document format do you support? Text-speech, speech-text, text zooming, facilitated navigation?

Answer: While our websites have to be 508 compliant those documents that are a part of institutional memory (e.g. DEC) are not required to be 508 compliant.

84) The RFP makes reference to "Reformatting electronic materials..." (pg. 13) Is automatic data transformation to a target form factor a requirement for USAID?

Answer: USAID uses PDF as a target for all archival text material we collect.

85) The Global Development Commons (GDC) is mentioned. Will this application become a future module of the GDC?

Answer: This application will not become a module of the GDC.

86) Regarding analytical research services. Should there be a specific individual assigned to each strategic goal identified?

Answer: The offeror should determine the best technical approach.

87) In Library Services. How much is the annual SIRSI software maintenance cost that the contractor will be responsible for.

Answer: Please refer to the answer to question 38 for the answer to this question.

88) Regarding clearing house services. Are the current hard copy and electronic materials purchased by USAID copy righted so that they could not be copied and disseminated via a web server to USAID personnel? (SOW p. 10)

Answer: The DEC collection is owned by USAID and therefore there are no copyright restrictions.

89) What technology is currently employed that allows for free text searching of the data base?

Answer: If by "free text" you mean "full text," then the only true full text searching of the PDFs is via a custom Google index. We also have a multi-field index of all the fields in the DEXS, which uses Verity technology (this is what the Quick Search on the DEC site uses). Please note that the technology may change with the new tool.

90) Regarding scanning the DEC backlog. Will this paper scanning effort have to be done in a USAID controlled environment or can it be done off site?

Answer: The scanning will be done in a USAID controlled environment.

91) Regarding Partner web sites where information must be shared. Are there any special information security or information assurance requirements?

Answer: In some cases, an MOU may be required

92) What will be the commercial search engine that USAID will supply to support the new application?

Answer: Google

93) Regarding the T-1 line. Who is the current telco providing that service today?

Answer: The requirement for the T1 line has been deleted – see revision II above to the RFP. Also, please refer to the answer to question 9 for the answer to this question.

94) Does the DEXS employ any open-source software today to provide

Answer: No

95) Regarding the possible future need to archive the agency’s web sites. Will those web sites then become accessible by Partners and others in the new system?

Answer: If the Agency decides to archive websites in the future, it is possible that the websites will need to be available for partners.

96) Regarding the level of effort. In F.6, USAID provides that the Contractor will deliver 863,200 person hours. We calculated this to be approximately 90 full-time staff for 5 years. Is this an accurate interpretation?

Answer: Please see revision III above to the RFP and also please refer to the answer to question 18 for the answer to this question

97) Regarding OCI. If the Contractor, or sub contractors, is successful in winning this procurement will they be precluded from bidding on any future Global Development Commons work?

Answer: No, the involvement of the current contractor thus far has been providing support for the abstract notion of the GDC. Current contractors have facilitated meetings and provided research on what other donors are doing in this area.

98) Will USAID consider 935 as the geographic code for procurements?

99) Can the government provide an inventory of the current COTS software currently employed on the current DEXS system?

Answer: We use a plethora of commercial software -- the RDBMS (relational database) is SQL Server, the web presentation is written using Adobe ColdFusion. We use Adobe Acrobat to process our PDFs. We've done a lot of development work, using these tools, to create the DEXS.

100) Can the government provide an inventory of the current hardware and Operating system platforms that is being used by the DEXS?

Answer: The DEXS operates on a SunEnterprise 450 server, running Solaris as the operating system. The DB engine is OpenText's Collections Server. For additional information, see attachment B.

101) In order for all offerors to compete effectively in constructing a realistic cost proposal could USAID provide "plug figure" estimates (by percentage of the budget or dollar amounts) of what is expected to be spent on hardware, software, and miscellaneous support (e.g., the cost of shipping KM materials to missions around the world)?

Answer: USAID cannot provide plug figure estimates. However please note that the existing DEC stores historical documents with IronMountain, Inc. There are approximately 1650 boxes of paper documents plus an estimated 100 boxes of microfiche masters.

102) Does the 50% requirement for small business participation in the contract refer to a single entity? or could it consist of the aggregate participation of more than one small business (consistent with the NAICS code)?

Answer: Please refer to the answers to questions 51 and 52 for the answer to this question.

103) For purposes of Pricing and maximizing cost effectiveness, can USAID approximate the number of on-site staff it will require?

Answer: USAID cannot provide the number of on-site staff. Offerors should propose what they believe is the right mix and number of staff to carry out the SOW..

104) Does O/CIO expect there to be any formal, technical linkage between technology systems developed under this proposal and that which may be developed under the Global Development Commons (GDC) initiative?

Answer: At this time we do not expect linkages to the GDC in the future.

105) Will USAID accept PDFs for electronic submissions?

Answer: PDF’s are welcomed. Please note that the government has Adobe Acrobat 8 standard. It is up to the offeror to ensure that all documents are readable in this standard.

106) Can USAID provide a resource to share their current technology support systems?

Answer: Please see Attachment B and C for additional information.

107) Is there a current policy in place for kinds of Databases for the entire USAID enterprise.

Answer: Depending on the content of a database, security and USAID policies will be applied.

108) Is there an enterprise strategy requirement to extend syndication of knowledge beyond the USAID data environment 3. Is this a strategy to migrate AWAY from the current system (DEXS) or upgrade to a newer version?

Answer: Yes we do. Please refer to the answer to question 34 for the additional information.

109) Are there personnel currently working on the tasks that will be expected to be retained under the new contract? What is the number of those people?

Answer: Please refer to the answer to question number 7 for the answer to this question.

110) Will the winning contractor be able to bid on other USAID projects during the lifetime of this contract?

Answer: Yes.

111) On page 10 there is mention of the "Agency acquisition liaisons for each Agency Bureau, independent office, and field mission", will those individuals be physically located at the various work locations or work from the DEC in DC?

Answer: The individuals will be physically located in the Ronald Reagan Building Washington, DC or the USAID tech hub in Rosslyn, VA.

112) Who (contractor?) developed the DEXS system and who is currently maintaining that system (if contractor supported)?

Answer: Logical Technical Services developed the web front end. The cataloging and the database engine portion of the DEXS system are not custom made.

113) What is involved in the "providing a T1 line" for the DEC?

Answer: The requirement for the T1 line has been deleted – see revision III above to the RFP. Also, please refer to the answer to question number 9 for the answer to this question.

114) Please provide annual workload indicators for circulation, cataloging, and reference assistance.

Answer: Cataloging: 500 items/year

Reference assistance: 1,300/year

Circulation: 2,400

115) What is the Library's annual acquisitions budget? Is the contractor responsible for all library acquisitions? What contracts are in place and will we be allowed to see copies of them?

Answer: USAID cannot provide the budgetary information at this time. However, please see the answer to question number 24 for additional information

116) Does the contractor decide what is ordered for the library?

Answer: The contractor decides what is to be ordered. However, CTO approval is required for major purchases.

117) Does the Library do copy cataloging or original?

Answer: The Library does both original and copy cataloging.

118) Please provide annual workload indicators for the circulation?

Answer: Please see the answer to question number 114 for the answer to this question.

119) What Security levels, if any are required for personnel?

Answer: Please refer to Section G.7 of the RFP for the answer to this question.

120) Is a Facility Clearance required and if so at what level?

Answer: Please refer to Section H.16 of the RFP for the answer to this question.

121) Section C on page 8 states that USAID uses Sirsi's Unicorn STILUS to support the acquisition, cataloging, circulation, serials control and online public access catalog (OPAC) library functions. Could USAID provide the following additional information about its implementation of Sirsi STILUS and its underlying architecture:

a. What STILUS module(s) has USAID implemented?

b. How many licenses for each module identified in (a) does USAID have?

c. What is the annual cost for each license by module?

d. What is the cost of the annual maintenance and administration charges associated with STILUS?

e. Does USAID have a diagram or description of the Sirsi STILUS architecture, including servers, firewalls, proxies, access paths, etc.?

Answer: Please see the answer to question number 38 for the answer to this question. Additionally please note that the Government will provide the answers to b) and e) to this question at contract award.

122) For the cost/business proposal, would USAID consider providing a plug figure for the value of all information technology and communications (ITC) costs over the life of the contract, inclusive of Sirsi STILUS (Section C page 8), the T1 line (Section C page 13), and other technologies (Section C page 14) cited to allow fair and consistent pricing evaluation?

Answer: Please refer to the answer to questions number 9 and 38 for information on T1 line and SIRSI. At this time USAID will not provide “plug” figures.

123) Please confirm: Section F.3, Place of Performance states that all services will be in USAID provided space in Washington DC or Rosslyn, VA. Does this mean there is no requirement for contractor leased space?

Answer: There is no requirement for offerors to lease space for this requirement.

124) Additionally, Section H.5 includes requirements for personnel compensation of overseas employees and Section H.8 includes requirements for Logistic Support in both the United States and overseas. Section I.20 indicates that Biographical Data Sheets will be required for individuals sent outside of the United States. All would seem to indicate that there is potential for performance beyond Washington DC and/or Rosslyn VA. If so, will the government provide an estimated Travel budget? Will the government provide overseas office space and equipment?

Answer: Please refer to the answer to question 44 for the answer to this question.

125) Please clarify: Section L.9, Paragraph (2) Management Approach, states that a comprehensive management plan shall be submitted as part of the technical proposal attachments. If this is to be submitted as an attachment, do the pages count toward the 50 page limit?

Answer: Please refer to Question L9 for the answer to this question as it states what is not included in the 50 page limitation.

126) Please clarify: Section L.11, second paragraph, states that offerors should submit a preliminary BIP and MP not to exceed two pages as an annex to the cost proposal. Is the two page limit for the BIP and MP combined, or two pages for each?

Answer: The BIP and MP are expected to be no more than two pages for each.

127) The government is asking for quals for subcontractors that have more than 20% of the contract. Is it permissible to submit quals for companies that we deem are significant, but are less than 20%?

Answer: Please provide as much information (within the page limitation) to prove that you are the most qualified offeror.

128) Given that bidders will need a some time to incorporate information resulting from the Government’s clarifications, will the government consider an extension to the proposal deadline of at least 2 weeks?

Answer: The deadline for receipt of proposals has been revised. Please see revision I above to the RFP.

129) How many items are added to the DEXS each year?

Answer: Stats for the last three years are provided below:

130) Can the requirement for 11 Pitch type be redefined as 11 Point font?

Answer: The requirement for a type size of “11 pitch” means 11 point font size.

131) What information is required by the CTO to conduct a quarterly performance review? (Section F.4, pg. 28)

Answer: That information will be provided to the successful offeror at award.

132) What information is required by the M/OCIO/KM to conduct periodic program reviews? (Section F.4, pg. 28).

Answer: That information will be provided to the successful offeror at award.

133) Please describe the DEC backlog in more detail. Is the backlog growing, or being reduced? At what rate is it growing/being reduced? From what dates do backlog documents exist (how old is the material)? Has it all been evaluated and confirmed for inclusion into DEXS? Approximately how many images to be scanned are contained in the 1,800 boxes of documents, 1,200 boxes of unclassified microfiche, and 1,300 classified microfiche records?

Answer: The backlog varies, but it is not growing as rapidly as in the past. There are roughly 9,500,000 images to be scanned. Most of the material has been evaluated and determined to be of value; represents older >5ys at the time it was received from date of publication.

134) What are the planned periods of performance? (Section F.2, pg.27)

Answer: The total period of performance of the contract is expected to be five years – one base year and four additional option years (renewable at the discretion of the Government).

Can we get samples of the reports described in Section F.4 including monthly report summarizing requests and accomplishments, monthly performance report, final report (including statistical summaries by service area) (Section F.4, pg.27)

Answer: This information can be provided to the successful offer at time of award, if necessary.

136) Would USAID provide a diagram of its current network, including protocol and bandwidth specifications?

Answer: USAID cannot provide this information at this time.

137) Is USAID encumbered by the European data protection act?

Answer: No.

138) Since you perform Health Services for HIV, ID, etc are you covered under HIPAA data protection?

Answer: No. The scope of this contract does not involve the delivery of health services.

139) What is the current size of the Data Warehouse?

Answer: The data warehouse that USAID has is to support transaction reporting and is not related to the scope of this work.

140) Does USAID currently have a operational plan for NIST-SP800-61 - Computer Security incident Handling? If so, can USAID share this plan?

Which NIST-SP800-53 Profile will this system fall under (low-impact, moderate-impact, or high-impact)?

Answer: The Agency has a very strong Computer Security Team. The vendor shall work closely with the ISO team and seek their direction and guidance on all security issues including handling of any computer security incidents.

141) Given your global presence in the developing world, is secure mobile device content delivery a requirement?

142) Do have a plan for NIST-SP800-72 PDA Forensics?

Answer: This is not related to the scope of this work.

143) Do you currently have a plan under NIST sp800-37 for secure software development lifecycle, periodic testing?

Answer: This is not related to the scope of this work.

144) Will this system be connected to external news feeds and other data sources for public collections?

Answer: At the present time there is no plan for it.

What is the estimate transaction rate of content submission (x/sec, articles per day?)

Answer: The estimated transaction rate of content submission is 400 to 500 per month.

What is the current size and data schema for DEC?

Answer:

Total database size > 11GB

Total records > 246,000

Total fields > 404

Total transactions > @ 40,000 per month.

What is the current concurrent connection rate?

Answer: It is the equivalent of a T1 line.

148) What is the current transaction rate (insert, update, delete, query)

Answer: There are 40,000 transactions per month.

149) What data acquisition techniques are currently deployed? Bar coding, imaging, RFID?"Organization's know-how, information and experience are shared inside and (as appropriate) outside the organizatin with client, partners, and stakeholders"

Answer: We are not using RFID nor Bar Coding.

150) How are IP management, security vetting issues being handled? External Partner security federation, entitlements, permissions, security lifecycle management

Answer: USAID has a mature CCB process. The successful offeror will learn to deal and abide with the established CCB process.

151) "Assisting staff developing PowerPoint and marketing materials"??

Answer: It is the responsibility of the web developer to assist other KSC staff members with PowerPoint presentations.

152) What is included in "Proactive and responsive research services"

Answer: Proactive research services include developing research products such as bibliographies and research guides based on awareness of a need as opposed to a specific request. Responsive research services include responding to requests for research on specific topics.

153) Who provides that initial library reference stocking?

Answer: The library's reference collection currently exists.

154) "paying for annual SIRSI software maintenance agreement costs? What is the agreement? Contract value over 5-years?

Answer: Please refer to the answer to question number 38 for the answer to this question.

155) The RFP states that 2,500 documents processed per year. Please describe the current growth trend.

Answer: Please refer to the answer to question 129 for the answer to this question.

156) The backlog includes 1,800 boxes of paper documents. Please describe the document types (text, images, etc.) 1,200 boxes of unclassified microfiche records.

Answer: Documents consist of mostly text and imbedded images.

157) The backlog includes 1,300 boxes of classified microfiche records. Please describe requirements for classified record handling.

Answer: This has been deleted from the SOW – revision VII above to the RFP..

Store all original source paper copy documents - what are the storage requirements (NARA), will the facility be audited for storage of classified materials.

Answer: Please refer to the answer to question 57 for the answer to this question.

159) "DEC was technology toolsets to design and maintain" What toolsets?

Answer: The current infrastructure used to maintain DEXS is OpenText Collections Server (Basis) using Basis Desktop…