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Incorporating Health Information Technology Into Workflow Redesign

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Amendment 1: Questions (Q) and Answers (A)

Q-1:  Are the respondents to the RFI to be uncompensated, compensated out of the contract, or compensated using different funds set up for the to-be-developed RFI?

A-1:  RFI respondents will be uncompensated.  A Request for Information (RFI) is used to elicit input from the public.  As such, members of the public are free to respond to the RFI is they so choose and are therefore not compensated.

Q-2:  Are the members of the Technical Expert Panel (TEP) and the participants in the User Test supposed to be compensated monetarily from the contract or volunteers?

A-2:  AHRQ does not require TEP members and User Test participants to be compensated.  The offeror may propose, however, to give TEP members an honorarium as a way to compensate for the time they will be contributing to the contract work.  User Test participants can also be offered a reasonable incentive commensurate to their participation.  The offeror should propose what they believe is reasonable in order to effectively complete the work with the procurement's period of performance and budget.

Q-3:  Is contract award limited to small businesses with less than $6.5 million in revenue?

A-3:  This procurement is advertised on a full and open competition basis.

Q-4:  Section A, page 1 states that "a firm fixed price contract is contemplated for a 12 month period of performance.  Section B.2, page 4 and Section F.2, page 14 states that "The Government anticipates the period of performance shall begin on or about September 30, 2008 and run through September 29, 2010.  Also page 15 "Schedule of Deliverables" runs through 23 months.  Please clarify the period of performance.

A-4:  The period of performance for this procurement is two (2) years from date of award.

Q-5:  Section A. page 1 "contract estimated to have a maximum budget of $500,000."  For what period, is it one (1) year or for twenty-three (23) months?

A-5:  The maximum total budget of $500,000 is for two (2) years.

Q-6:  Section A. page 2, "The U.S. Postal Service's Express Mail doe not deliver to our Rockville Maryland address."  Is Federal Express an acceptable method of delivery of the proposal due August 29, 2008?

A-6:  Reference Section L.3 (3).  You can use any method you like as long as your proposal is received by the date and time specified in the solicitation.
Federal Express is an acceptable method of delivery.

Q-7:  Section C, C.3, page 7 – First Required TEP Call.  Is there a specific format, or time requirement for the TEP Calls?

A-7:  There is no pre-specified format or time requirement for the TEP calls.  The offeror should propose a format or length of calls appropriate to receive adequate input from TEP members.

Q-8:  Section C, C.3, page 7 – First Required TEP Call.  It is expected that the TEP will be volunteers, or is budgeting for honorariums acceptable?

A-8:  AHRQ does not require TEP members to be compensated however, budgeting for honorariums is acceptable.

Q-9:  Section C, C.5, page 7 – Compliance with the Paperwork Reduction Act.  The RFP states "it is the contractor's responsibility to prepare the package, including an estimation of the number of participants, discussion guide questions, and estimated burden".  Can you provide further detail on the purpose and content of the package?

A-9:  The need for Compliance with the Paperwork Reduction Act will be determined in conjunction with AHRQ's Office of Management and Budget (OMB) Clearance Officer after award and will depend on the nature of any data collection activities proposed by the offeror.  If it is determined that OMB Clearance is needed, the contractor will develop a sixty (60) day Federal Register Notice and draft supporting statements for OMB describing the proposed data collection methods. 

Q-10:  Section C. C.6, page 7 – Bi-monthly Conference Calls and Status Reports.  What is "bi-monthly" and is it the same as semi-monthly?

A-10:  For the purpose of this requirement, "bi-monthly" is the same as "semi-monthly",  or twice a month.

Q-11:  Section C. C.16, page 10 – Dissemination Activities.  The RFP states that the contractor will promote the toolkit.  Can you please clarify what specific activities constitute promoting the toolkit?

A-11:  It is expected that the offeror will propose activities to make key stakeholders aware of the toolkit.

Q-12:  Section C. C.16, page 10 – Dissemination Activities.  Will the contractor be responsible for dissemination of the toolkits or is this task specific for development of a "dissemination plan"?  Specifically wondering about costs associated with dissemination of toolkits, postage, etc…?

A-12:  It is expected that the offeror will develop a Dissemination Plan and carry out the activities outlined in the plan.  The scope of those activities should be relevant to the nature of the toolkit being developed and commensurate to the allowable budget and performance period for this procurement.

Q-13:  Section L. L.9.c. General Instructions, page 41.  It states "The proposal shall be limited to 4 separate parts."  Only 3 parts are listed:  Technical Proposal; Past Performance Information; Business Proposal.  Is there a 4th part?

A-13:  There are three (3) separate parts (not 4), this is a typo.  L.9.c. is revised to read as follows:

c.    Separation of Technical Proposal, Past Performance Information, and Business Proposal:  The proposal shall be in 3 separate parts.  To expedite the proposal evaluation, all documents required for responding to the RFP should be placed in the following order:

I.    TECHNICAL PROPOSAL:  See Technical Proposal Instructions for recommended format (L.10).  Please mark as original or copy.

II.    PAST PERFORMANCE INFORMATION:  See Past Performance Information Instructions for format (L.11).

III.   BUSINESS PROPOSAL:  See Business Proposal Instructions for recommended format (L.12).

Each of the parts shall be separate and complete in itself so that evaluation of one may be accomplished independently of, and concurrently with, evaluation of the other.

Q-14:  Section L. L.13, page 49.  This section appears to be omitted, is this correct?

A-14:  There is no Section L.13.  Please omit L.13 in its entirety.

Q-15:  Attachment 1, page 56, Performance Rating, first paragraph.  The first paragraph states "Ratings:  Summarize performance and circle in the column on the right the number which corresponds to the performance rating for each rating category.  Please see reverse page for explanation of rating scale."  The following page 57 is the Evaluator's Contact Information sheet.  The Rating Guidelines are on pages 58 and 59.  Are we to re-arrange the pages in Attachment 1 to print the Rating Guidelines on the reverse of page 56, Performance Rating, when sending the questionnaire to the organizations listed in Section L.11?

A-15:  Please note, page 57, the Evaluator's Name and Contact Information is a continuation of page 56 (all the information could not get on one page).   When printing, please indicate page 57 and page 57a in Attachment 1 with the Rating Guidelines to follow the Performance Rating page when sending the Questionnaire to the organizations listed in Section L.11 (1).

Q-16:  On page 1, Part I, Section A of the RFP it states "an electronic copy is required.  Do you prefer a CD or an emailed pdf copy?

A-16:  A CD is required.

Q-17:  Is a small business subcontracting plan required?  It is mentioned on page 47, Section L.12 but no other information is given about it.

A-17:  L.12 BUSINESS PROPOSAL is revised to read as follows:

The offeror shall submit as part of the proposal a separate enclosure titled "Business Proposal."  The Business Proposal shall include the Cost/Price Proposal, the Small Business Subcontracting Plan, if applicable, and Other Administrative Data in accordance with the following:

Because $500,000 is the maximum total budget for the two (2) year period of performance, a small business subcontracting plan is not applicable to this procurement.

Q-18:  On page 44 of the RFP, Section L.10, Technical Proposal Instructions, (b). Technical Proposal Requirements, it states that "suggested page lengths are indicated for each section", however, none are given.  Please provide the suggestive page lengths for each section.

A-18:  Section L.10.b.  Technical Proposal Requirements is revised to read as follows:

Section L.10 TECHNICAL PROPOSAL INSTRUCTIONS shall be modified to read as follows:

A.    Understanding the Problem (1-2 pages)

Briefly (1-2 pages) but in sufficient detail to demonstrate a thorough understanding of the objectives, the offeror shall provide a description of the scope, purpose, deliverables, and events called for under this contract.

B.    Technical Approach (10-15 pages)

The offeror shall describe in detail the methodologies they will use to develop, design, implement, staff, and management of the Statement of Work for this project.  Within the content of the narrative, the offeror shall address technical issues related to completing the tasks, indicating areas of anticipated difficulties and proposed solutions.

C.    Key Personnel (5-10 pages)

The offeror is expected to be specific in describing the proposed personnel and their relevant qualifications and experience, including their background and experience as they relate to the requirements of this acquisition.

D.    Management Plan (3-5 pages)

Offeror shall demonstrate their ability to achieve the delivery of performance requirements through the proposed use of organizational/corporate management and other personnel resources as well as demonstrate that the offeror's organizational structure and capabilities will meet the project's milestones in a timely and expeditious manner.

Q-19:  Does the "Introduction" count toward the 50 page limit of the technical proposal?

A-19:  No, this does not include the "Introduction".

Q-20:  Section L.11 (4).  The RFP states that responses to the Past Performance Questionnaire "must be received by the date and time listed in order to be included in the review process', however, there is no date or time given other than the deadline for the full proposal.  It is intended that the questionnaire responses are to be provided at the same time the proposal is submitted? 

A-20:  Please reference Attachment 1, Past Performance Questionnaire, Part One:  Instructions.  The date and time for receipt of responses to the questionnaire is indicated here, no later than August 29, 2008, 12 noon EST.

Q-21:  Section L.11 (4) Past Performance Information.  Are responses to be sent directly to the Contract Specialist or should they be included with the offeror's proposal?

A-21:  Please reference Attachment 1, Past Performance Questionnaire.  This information is to be provided to the Contract Specialist via Fax Number          301-427-1740.

Current as of August 2008


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