> **Amendment to RFP No. AHRQ-04-0005**
>
> **"Data Management and Computer Programming Support**
>
> **RFP issued March 15, 2004**
>
> **Proposals due 1:00 p.m. local time on May 17, 2004**
>
> The purpose of this amendment is to respond to questions submitted by
> prospective offerors. The questions and answers are provided below.

1.  There is a discrepancy between the recommended small business goals
    on page 1 and page 93 of the RFP.  Is it the Government\'s intention
    that 23% of the total planned subcontracting dollars (not of the
    total contract value) be subcontracted to small buinesses?  If yes,
    then are each of the four categories of small businesses (i.e.,
    small disadvantaged buinesses, women-owned small buinesses, Hubzone
    small buinesses, and veteran-owned small buinesses) also a
    percentage of the total planned subcontracting dollars (not of the
    total contract value)?

> **Response: The Government's intention is that 23% represents a**
>
> **percentage of the total planned subcontracting dollars (not of the
> total contract value) be subcontracted to small businesses. Each of
> the four categories of small businesses should also be a percentage of
> the total planned subcontracting dollars (not of the total contract
> value).**

 

2.  Page 78 of the RFP states that the Small Disadvantaged Business
    (SDB) Participation Plan should be *separate* from the Business
    Proposal, while page 89 (A) states that this plan should be a
    *section of* the business proposal.  Should the SDB plan be part of,
    or separate from, the Business Proposal?

> **Response: The Small Disadvantaged Business (SDB) Participation**
>
> **Plan should be submitted in a document separate from the Business**
>
> **Proposal, in accordance with Section L.7, paragraph c.**

 

3.  Three deliverable items in Section F.2 of the RFP refer to the
    security plan:  Item 4 (Security Plan, due 30 days from EDOC), Item
    7 (Draft security plan, due 30 days from EDOC), and Item 8 (Final
    security plan, due 60 days from EDOC).  What is the difference
    between items 4 and 7?  Should item 4 refer to another deliverable,
    such as the quality assurance plan?

> **Response: Delete item 4 (Security plan, due 30 days from EDOC) from
> the list of deliverable items.**

 

4.  Please clarify whether the past performance information requested on
    pages 87 and 88 of the RFP (other than the past performance
    questionnaire) should be provided in the Technical Proposal or in a
    separate document.

> **Response: In accordance with Section L.7, Past Performance
> Information should be submitted in a separate document.**

5.  Pages 11 and 12 discuss AHRQ's plans to web-enable all reports and
    publications through use of an Oracle database. Will the contractor
    be responsible for developing, implementing, and maintaining this
    functionality, to include the Oracle database and web
    infrastructure?

> **Response: Yes.**

6.  Section C states that the contractor will be responsible for
    maintaining and performing new development for various websites.
    What technologies are currently in use (ASP/ASP.NET, PHP, CGI, Java,
    etc.)?

> **Response: Technologies currently in use to maintain the MEPS website
> include IIS, ASP, and Java. See the response to No. 49 for a list of
> web application development tools currently in use under the
> contract.**

7.  The contractor will be responsible for producing several sets of
    compact discs on an on-going basis. Does AHRQ have any plans to
    begin releasing data or publications in DVD format during the
    contract period? If so, will the contractor also be responsible for
    the production of these DVDs?

> **Response: No. AHRQ has no such plans.**

8.  What organization or organizations are responsible for survey
    administration and collection of the MEPs data? What are those
    organizations' responsibilities relative to loading that data into
    the files described in the RFP? Does the Government envision any
    change in that role either for the survey data collection
    organizations or for the contractor?

> **Response: The current data collection contractor is WESTAT. The data
> collection contractor will provide the necessary files and
> documentation as mentioned in C.1.7.**

9.  How often do the data requirements change for the inpatient
    databases and what would the Government envision is the potential
    role for the contractor relative to oversight of those changes?

> **Response: AHRQ's data collection and processing contractor is
> responsible for the data requirements and any changes. Therefore, the
> contractor (for this contract) does not have any responsibility for
> oversight of these changes.**

10. What does the Government envision the role of the contractor will be
    relative to managing user access? Specifically, will the contractor
    be responsible for:

    a.  Identifying current users who should continue access

    b.  Identifying and administering which users have access to which
        databases

    c.  Registering and clearing new users

    d.  Identifying current users who no longer have access privileges

    e.  Defining levels of security and access that should be maintained
        relative to users

    f.  Monitoring and analyzing user access and data activities

    g.  Training users how to use the databases and extract data

> **Response: The contractor will not be responsible for items a.
> through e. above. The contractor will be responsible partially for
> items f. and g.**

11. Section C.1.6. of the RFP references the MEPs website and states
    that the website "consists of several static as well as dynamic
    sections which are continuously updated by the contractor." By this
    reference does the Government mean the contractor as it relates to
    this RFP or is there an existing contractor that currently maintains
    the website and will continue to do so following award of this
    contract?

> **Response: We mean "the contractor" as it relates to this RFP.**

12. What is the identity of the incumbent contractor or contractors?

> **Response: The incumbent contractor is Social and Scientific**
>
> **Systems.**

13. Section B.3. of the RFP limits consultant fees to \$500 per day. Is
    this limitation only applicable to the contractor's use of outside
    (external) consultants? Or is this limitation applicable to the
    contractor's internal consultants, who would be providing services
    under this contract?

> **Response: This limitation applies to all consultants under the
> contractor who are charged to the contract. Rates in excess of \$500
> per day must be approved by the contracting officer.**

14. Section C.1.7. requires the contractor to produce various compact
    discs. Is it anticipated that the contractor would be required to
    produce multiple copies of each disc? If so, please estimate the
    quantity of copies required for each type of disc the contractor is
    responsible for producing.

> **Response: Yes. The number of compact disks that would be required
> varies by the type of data file. It could be as few as one or as many
> as one thousand. AHRQ will pay for the cost of producing multiple
> compact discs under this contract.**

15. Section C.1.7. requires the contractor to impute certain data
    elements including premium data, income data, etc. Will all required
    data elements necessary for imputation of these data elements be
    provided by the Government?

> **Response: Yes.**

16. Section C.1.10 states that the contractor should indicate what
    SEI/CMM certification level it has obtained. Is SEI/CMM
    certification a requirement? Or, is SEI/CMM certification considered
    in the evaluation criteria?

> **Response: SEI/CMM certification is not a requirement. All specific
> professional, scientific or technical accomplishments by the proposed
> contractor's staff will be considered.**

17. Section C.3.2.2.2.(c) requires the contractor to use data to perform
    simulated claims processing. Please estimate the quantity of claims
    that would require simulated processing.

> **Response: A given year of MEPS is about 40,000 observations, and the
> number with private coverage would be smaller.  The complexity of
> claims processing with MEPS is not so much the number of observations,
> but rather the work involved in editing the MEPS claims data and doing
> the SAS coding required to construct the claims processing program.**

18. Section C.3.2.2.5. requires the contractor to provide "graphical
    services." Please elaborate on the Government's expectation of the
    type and complexity of these graphical services.

> **Response: Graphical services referenced here are to support the
> development of MEPS online publications. This includes providing
> expertise on the colors, font styles and formats that would be the
> most effective in a web environment. In addition, the contractor is
> expected to provide expertise in the development and placement of pie
> charts, bar charts, line graphs, etc. to display data in a web
> publication that is user friendly.**

19. The Contractor assumes that all source databases will reside on
    non-contractor systems (either Government-owned, or owned by other
    entities. Please confirm this assumption. If this assumption is not
    correct, please identify the databases that the Contractor is
    responsible for storing.

> **Response: All source data files necessary for the performance of
> this contract will be delivered to the contractor via CDs. The
> contractor shall store data files upon the request of the
> Government.**

20. Section F.2. states that a monthly progress report shall be
    submitted to the Contracting Officer. Please describe the contents
    of this report.

> **Response: This report is the same as Item No. 6 in the delivery
> schedule and also should be provided to the Project Officer. See
> section C.3.6.2 for details of what is to be included in the progress
> report.**

21. Section H.2.(A) and H.2.(c) refer to Section H.1. (e). This offeror
    could not find the referenced section. Is it included elsewhere in
    the RFP?

> **Response: No. The references in H.2(a) and H.2(c) should have
> referred to H.2(e).**

22. Section H.11. requires submission of security and background
    information on every employee "ten (10) calendar days *prior* to
    contract award. Should this requirement be "ten (10) calendar days
    *after* contract award"? Also, how should the Contractor handle
    submission of this information on employees not yet hired at the
    time of award?

> **Response: This requirement should be met within ten (10) calendar
> days from when it is anticipated an employee will be working on site."
> Section H.11 does not apply to employees who are not anticipated to
> work on site at AHRQ. It is anticipated that most of the work under
> this contract will be at the contractor's facility.**

23. How many Past Performance references would you like us to include in
    the response?

> **Response: There is no limit on the number of references to be
> provided as long as they were completed recently (since January 1,
> 2001) and are related directly to the requirements of this
> acquisition.**

24. Is there currently an incumbent contractor working on any tasks
    covered by this RFP? If so, who are the incumbents? ... And for
    which pieces?

> **Response: The incumbent contractor is Social and Scientific
> Systems.**

25. What are the current staff levels for existing work done by
    incumbents that are to be performed under this solicitation?

> **Response: The staffing level for existing work done by incumbents
> that is to be performed under this solicitation is approximately 30
> FTE per year.**

26. B.3.a (10) - Direct Costs - What does the term \"consultant\"
    include? As written, this could be interpreted to read, "No cost can
    include a person, employee, subcontractor, specialist, with a bill
    rate greater than \$62.50/hour for 8 hours."

> **Response: The term "consultant" refers to an independent contractor
> who furnishes advice, information, direction, assistance, etc. This
> does not include employees of the offeror who receive direct benefits,
> such as fringe benefits, vacation, sick leave, etc., from the
> offeror.**

27. Section C.1.5 -- When the CD format for HCUP, SID and Outpatient
    databases changed in 1998, did the data content change as well?

> **Response: The data content essentially did not change.**

28. Section C.1.5 -- Will programs and analysis need to be conducted
    separately for each time period (before/after 1998) or will the data
    be consistent? E.g., will multiple software need to be
    generated/maintained for each period?

> **Response: No, multiple software will not need to be generated for
> each data period. The data are yearly, and the content is generally
> the same. Please review the data documentation provided at
> [www.ahrq.gov/data/hcup](http://www.ahrq.gov/data/hcup) and
> www.hcup-us.ahrq.gov/home.jsp.**

29. Section C.1.5 -- When data is presented, is it required to match
    (look like) a specific OMB approved form or is format up to the
    users?

> **Response: No, it is not required to match a specific form.**

30. Section C.1.9 -- Will AHRQ provide for telecommunications access to
    the NIH and CMS from the contractor site? What access technology is
    to be used (e.g., dial-up; direct T1, VPN)?

> **Response: The offeror shall describe the access technology currently
> in use, by the offeror, to access NIH and CMS or propose an efficient
> approach that can be implemented within a short time period after
> contract award.**

31. Section C.1.9 -- What programming languages are used on the
    mainframe? What DBMS?

> **Response: SAS is the software used on the mainframe. We do not
> expect using DBMS on the mainframe under this contract.**

32. Section C.1.10 -- What components of the SAS suite is used by AHRQ?
    Will AHRQ provide these to the contractor?

> **Response: SAS/Basic and SAS/STAT. AHRQ will provide the license for
> these components to the contractor.**

33. Section C.1.10 -- Is a specific CMM level certification required?

> **Response: No.**

34. Section C.1.11 -- Is workflow, document management and other
    software to be included in the technical proposal, or is this to be
    proposed for approval after award?

> **Response: Yes. They are to be included in the technical proposal.**

35. Section C.1.11 -- Does AHRQ have standard software or preferred
    software that requires any interface to those in question 33?

> **Response: No.**

36. Section C.2 -- Can AHRQ define what percentage of this contract is
    for technical (programming, operations, database management) vs.
    analytical (statistical analysis, simulations, data imputation)?

> **Response: The entire contract is for database management and
> computer programming. However, some of the tasks do utilize analytical
> skills.**

37. Section C.3.2.1.2 and C.3.2.2.4 -- Would AHRQ please define
    "continuous onsite" support? Does this mean 24 x 7?

> **Response: It means providing a dedicated full-time person for the
> data center during normal office hours.**

38. Section C.3.2.1.3 -- What technology(ies) is(are) currently used to
    conduct the data transfers?

> **Response: AHRQ will provide data transfer hardware/software for use
> by the contractor.**

39. Section C.3.2.1.4 -- How many data editing tasks are defined as
    "mission critical"?

**Response: All data editing tasks are considered "mission critical".**

40. Section C.3.2.1.6 -- Does AHRQ already have standard QA and CM
    software in use? If so, will this be made available to the
    contractor for either onsite or offsite use?

> **Response: All existing software developed under the contract will be
> made available to the contractor.**

41. Section C.3.2.2.1 -- Can AHRQ provide an estimate of the number of
    trips required to the Washington DC area data facilities?

> **Response: 1-2 times a month.**

42. Section C.3.2.2.5 -- Please clarify the use of the term
    "development". Will the contractor be required to write the briefs,
    or just format data provided by another source for publishing and
    distribution?

> **Response: The briefs will be provided to the contractor for
> publishing and distribution.**

43. Section C.3.2.2.6 -- requires a "dedicated team". Has AHRQ
    determined a Level of Effort for this support, and if so, will it
    share that information with bidders?

> **Response: No.**

44. Section C.3.5 -- Does AHRQ have language in the contract with the
    incumbent contractor that will facilitate the ease of communications
    and cooperation during the transition phase?

> **Response: Yes.**

45. Section C.3.6.2 -- Does AHRQ have standards for monthly reporting,
    e.g., MS-Project, Excel? Is an EVAM required

> **Response: Monthly progress and summary cost reports should be
> prepared in Word and Excel formats respectively. See section C.3.6.2
> for details of what is to be included in these reports.**

46. Section H.1.(b) -- Are copies of the User Guides referenced
    available for review?

> **Response: Yes.**

47. Section H.11 (a) General -- states that the forms cited must be
    submitted ten (10) days "prior" to award. Will AHRQ provide
    sufficient pre-award notification for these documents to be
    prepared?

**Response: See the answer to question No. 22 above.**

48. Section L.10 -- It is assumed this section is not required if the
    proposing company is an SDB. Please confirm.

> **Response: No. A SDB must also submit a Small Disadvantaged Business
> Participation Plan even if it is the prime contractor. Perhaps the SDB
> will not be performing 100% of the work. All contractors must comply
> with the requirements of this section.**

49. General: Can AHRQ provide a list of software and versions that will
    be used and maintained under this contract?

**Response: The following is a list of software packages used by the
current contractor under the contract. Most of them will be maintained
for the new contract with updates/additions as needed:**

> **Number range CHAPTERStatistical Packages: SAS 8.2 and 9.0, SUDAAN
> 8.0.1, Stata 7 and 8 (also StatTransfer), SPSS 11, R 1.81, Wesvar 2**
>
> **Word processing, Spreadsheet, Presentation/Graphics, DBMS: MS Office
> XP (Word, Excel, PowerPoint, Access), WordPerfect, QuattroPro, Visio**
>
> **Web tools: Frontpage, Jaws Screen Reader, WebXPress, Big Brother,
> WebTrends, Servers Alive, Netscape, Internet Explorer**
>
> **FTP: WS-FTP32, Leech FTP**
>
> **Applications development (including Web applications): VB Script,\
> Visual Studio 6.0 (includes Visual Basic, C++), Java Script, Delphi,
> Oracle, NET 2003, Visual SourceSafe 6.0, StarTeam 5.2**
>
> **Others: DBMSCOPY 7.06, Adobe Acrobat 6.0 Professional, Fortran,
> WinZip 8.1, Windows 2000 (desktop OS), APR-DRG**

50. Will AHRQ provide licenses for software used on contractor site?

> **Response: AHRQ will take cost and efficiency into consideration with
> respect to issues of software licenses. We plan to provide group
> licenses for SAS under this contract. Other software packages may be
> purchased by the contractor under this contract.**

51. Section C-Description/Specification/Work Statement - Does that
    Government intend that an offeror should simply continue AHRQ
    processing as it is done now or will extra evaluation points be
    given for technical discussions incorporating processing environment
    innovations designed to reduce costs while improving data quality?

**Response: The offeror's technical approach will be evaluated according
to the technical evaluation criteria described in section M (pages
96-99) of the RFP.**

52. C.1.9 - Processing Environment - Does the AHRQ have a standardized
    PC configuration? If yes, please identify the configuration.

> **Response: No. See page 14 of the RFP for relevant information.**

53. C.1.9 - Processing Environment - Please clarify what hardware and
    operating systems in the AHRQ network data center server environment
    are to be maintained and managed by the contractor?

> **Response: None.**

54. C.3.2.2.1 - Provide Programming and Related Support for Staff
    Research Projects - Does the requirement that the contractor have
    experience in techniques used with large national survey and with
    software used to execute such techniques also require that the
    contractor provide such survey software?

> **Response: No.**

55. C.3.2.2.4 - Provide On-Site Technical Expertise to Support AHRQ Data
    Center

Please clarify the following data source questions:

1)  How often will data need to be extracted from other sites and other
    non-AHRQ data sources?

2)  Please identify these data sources?

3)  Will the contractor be responsible for maintaining extract
    interfaces with each of these data sources?

> **Response: The On-site person supporting the AHRQ Data Center will
> not be responsible for extracting data from other sites. However, we
> may load data from other sources onto our servers/PCs in the data
> center.**

56. C.3.2.2.4 - Provide On-Site Technical Expertise to Support AHRQ Data
    Center

> Does this support requirement mean interfacing and coordinating with
> other responsible parties or does it mean the actual management of
> these computer operations by the contractor?
>
> **Response: The task of "on-site data center support" requires that an
> experienced technical support individual be assigned on-site at AHRQ
> to maintain the data center systems in accordance with AHRQ policy and
> procedures, serve as the gate keeper for confidential data maintained
> onsite, and interface with the AHRQ designated LAN administrator for
> the data center. The task does not include hardware/network/software
> licensing support, configuration management, or computer operations
> management.**

57. C.3.5.1 - Transfer Plan - As a part of the transfer (transition),
    what existing government equipment and licenses will be available
    for the contractor use? Will existing PCs be available for use by
    the contractor?

**Response: Existing government equipment (e.g., servers for data
sharing, data transfer and/or backup) will be made available for use by
the contractor. However, we do not expect any existing PCs be available
for use by the contractor. See the response to No. 50 regarding software
licenses.**

58. C.3.6.1 - Project Management Plan - Please confirm and clarify what
    is meant by "on-site data center support". Does this include
    hardware, network, and software licensing support? Configuration
    management? Any computer operations management?

> **Response: See the response to No. 56.**

59. L.8.a - Technical Proposal Instructions - Do the proposal cover
    page, table of contents, and introduction count toward the technical
    proposal's 200-page limit?

> **Response: Yes.**

60. L.8.a. (4) - Technical Proposal Instructions - Can the
    person-loading chart required as part of the Proposed Technical
    Approach be provided as 11x17-inch foldout pages? If so, can each
    foldout page be counted as a single page relative to the technical
    proposal's 200-page limit?

> **Response: Yes.**

61. L.8.a. (4) 4 - Technical Proposal Instructions - Please confirm that
    the experience of proposed subcontractors is to be included in the
    Organization/Corporate Experience section of the proposal.

> **Response: With respect to Organization/Corporate Experience, we are
> looking at the experience of the prime contractor who is submitting
> the proposal, not that of the subcontractors.**

62. L.8.a.2 b), - Section M evaluation criterion 2 - Qualifications of
    Proposed Staff, Including Consultants - Section L.8.a.2 b) specifies
    that the offeror shall describe the experience of staff and
    consultants as it relates to the requirements of the acquisition.
    Section M evaluation criterion 2 states that resumes of key
    personnel and consultants will be evaluated. Is the offeror required
    to submit resumes for all contract positions proposed, or just the
    resumes of those individuals being proposed as key personnel?

> **Response: Resumes should be provided for all personnel including
> consultants showing that the offeror's staff and consultants satisfy
> the minimum requirements stated in Section L.8.a.2.**

63. What company is the incumbent contractor and is it allowed to bid?

> **Response: The incumbent is Social and Scientific Systems. This
> requirement is full and open and thus the incumbent may submit an
> offer.**

64. How many total FTE's does the incumbent contractor have on the
    project? How many are on government site and how many on contractor
    site?

> **Response: The incumbent contractor has approximately 30 people on
> the project. Three of them are assigned to the government site and the
> rest are located at the contractor's site.**

65. M.3 Technical Evaluation Criteria -- 1 The proposed Technical
    Approach. Weight is given as 45, but the total of the subcriteria
    is 50. Is 50 the correct weight?

> **Response: The proposed Technical Approach is worth 45 points.**

66. M.3 Technical Evaluation Criteria -- 6. Small Disadvantaged Business
    Participation Plan - How will offerors which are themselves small
    disadvantaged business be evaluated?

> **Response: The evaluation will be the same whether the offeror is a
> SDB or not. Only those offerors in the competitive range will be
> evaluated with respect to their SDB Participation Plan.**

67. M.3 Technical Evaluation Criteria -- 2. Qualifications of Proposed
    Staff Are the qualifications of staff working for proposed
    subcontractors included in this evaluation?

> **Response: This evaluation will include both prime and subcontractor
> staff whose qualifications are being used to meet the minimum
> requirements stated in Section L.8.a.2.**

68. M.3 Technical Evaluation Criteria - 4 Organizational/Corporate
    Experience Is the corporate experience of proposed subcontractors
    included in this evaluation?

> **Response: No. See the answer to No. 61.**

69. L.8.1 Recommended Proposal Format

> Technical Approach - Database management and file construction.
>
> The SOW gives assumptions for major tasks for each center. What
> information can you give us to estimate of the scope of manpower
> needed for these tasks? What information can you give us to estimate
> the computer facilities needed for these tasks?
>
> **Response: The assumptions provided on pages 81-82 of the RFP are
> sufficient to estimate the manpower and computer facilities needed for
> these tasks.**

70. L.8.1 Recommended Proposal Format

1.a. Technical Approach - Data analysis and dissemination

The SOW states \"Assume that 3 anaysts will be engaged full-time in
simulation

> modeling and will require support. Are these 3 analysts contractor or
> government staff? In other words, is the requirement for simulation
> modeling with support or just the support? To what extent will the
> contractor be engaged in actual research and data analysis. What
> informaiton can you give us to estimate the scope of manpower and
> computer facilities needed for these tasks?
>
> **Response: The three analysts are government staff who will be
> engaged in full-time simulation modeling and will require support from
> the contractor. The contractor is expected to provide data management
> and computer programming support for this task. The assumptions
> provided on pages 82-83 of the RFP are sufficient to estimate the
> manpower and computer facilities needed for these tasks.**

71. 1.c. Project Management

What procedures does HHS currently have in place for issuing tasks to
the

contractor? For example, is a task order method approach employed?

**Response: This contract is not a task order contract.**

72. 1.e. Staffing

Can you provide us with information on the current contract annual
FTE\'s

for each center for each year of the contract?

> **Response: The approximate distribution of the current contract's
> annual FTE : CFACT (20 FTE), CDOM (6.5 FTE), others (3.5 FTE).**

73. Questions on facilities requirements

What computer facilities does the current contractor provide for the use

of this contract, for example:

Servers

Database

Web

Network

Other servers

Workstations

Application software licensing

SAS

STATA

SUDAAN

Web development

Other licensed software (excluding operating systems, etc.)

Web access, e.g., T1 line capacity.

> **Response: The current contractor provides workstations
> (desktop/portable PCs), LAN resources (file-sharing/print-sharing
> servers, backup facilities), communications links (modem lines, T1
> line capacity), and application software (SAS, STATA, SUDAAN, and Web
> development). However, many of these resources are purchased under the
> contract (see the response to No. 57).**
>
> 74\. TOPIC: Public Use Data File Production: Regarding item C.1.7
> (Public Use Data File Production) in the RFP: This section calls for
> two distinct types of work -- (i) finalizing files received from data
> collection contractors for public use and (ii) preparing supplemental
> data files for public release.
>
> a\) Question: What is the name of the MEPS data collection contractor?
>
> **Response: WESTAT.**

b\) Question: What is the name of the HCUP data collection contractor?

**Response: All deliverables from the HCUP data collection and
processing contractor are delivered to AHRQ first. AHRQ staff provide
data and documentation to the ADP contractor. The MEDSTAT Group is the
current contractor for HCUP.**

> c\) Question: How long have each of these organizations been doing the
> data collection work?

**Response: The question is not relevant for the RFP.**

d.  Question: Are the MEPS and HCUP contractors required to provide all
    necessary documentation and, within reason, any consultative
    assistance to the new contractor to facilitate file preparation for
    public use?

> **Response: All necessary documentation and consultation will be
> provided. All deliverables are provided to AHRQ staff for MEPS and
> HCUP, who then interact with the data processing and programming
> contractor for finalizing files and preparing supplemental data files
> for public release.**

e.  Question: Reference is made to "general quality control work" on
    both of these files. Are the current Quality Control protocols to be
    strictly followed or is there an expectation that the new contractor
    will establish, subject to Agency approval, its own Quality Control?

> **Response: For both MEPS and HCUP, the expectation is that the new
> contractor will establish Quality Control procedures, and present them
> to AHRQ for approval.**

f.  Question: In the last paragraph under this section, frequent
    reference is made to "imputation." Is there currently an imputation
    process in place for all of the areas referenced collectively or for
    each of the areas individually, and, if so, is it expected that said
    will be used? If not, would the development of the imputation
    process/processes be a contractor responsibility and subject to
    Agency review and approval?

> **Response: The "imputation process" is currently in place. It may be
> updated/revised by AHRQ staff as needed. The contractor will implement
> the process as requested.**
>
> 75\. TOPIC: BENSIM: Regarding section C.3.2.2.2 in item (c) reference
> is made to BENSIM and the need to produce an updated version.

Question: Where can we get information about the current version of
BENSIM?

> **Response: BENSIM, one of the main components of the MEDSIM
> microsimulation model, is a detailed health insurance claims
> processing program. It is designed to calculate insurance payments and
> out-of-pocket expenditures for each person in the MEDSIM population,
> based on specified health plan coverage provisions. The current
> version of BENSIM is not needed for preparation of the proposal. AHRQ
> staff will provide detailed specifications for the implementation of
> this model to the awardee who will then be responsible for producing
> an updated version.**

76\. TOPIC: Charging Outside Organizations: Regarding section C.3.3.2.3
in the RFP. Please clarify the following sentence: "The contractor shall
develop appropriate arrangements to charge the outside organization or
user making the request the cost associated with such special estimates
or merged data tapes, and report on those arrangements within 90 days of
the effective date of this contract."

a.  Question: How can "appropriate arrangements" be made "within 90
    days" if the organization or user is not known?

b.  Question: Are all organizations and users to be treated in exactly
    the same way?

c.  Question: Should there be built-in flexibility which can accommodate
    a variety of circumstances pertaining to any given situation,
    organization or user?

> **Response: Delete the request described in C.3.3.2.3 relating to
> development of arrangements for the offeror to charge outside
> organizations or users.**
>
> 77\. TOPIC: Transition : Regarding sections C.3.5. and C.3.5.1 (page
> 28 of the RFP)

Question: What obligations does the current contractor have to assure
that the 60 day time frame can be met?

**Response: See Section L.8.1.b of the RFP.**

78\. TOPIC: HIPAA Privacy Rule: We noted that there is no mention in the
RFP of the HIPAA Privacy Rule (45 CFR Parts 160 and 164 Standards for
Privacy of Individually Identifiable Health Information; Final Rule -
Federal Register / Vol. 65, No. 250 / Thursday, December 28, 2000). We
have several questions on HIPAA and AHRQ. The reason we ask these is to
understand, aside from the Public Health Services Act and other
legislation cited in the RFP, HIPAA regulatory requirements and
constraints that could significantly impact the vendor's operations in
service of AHRQ:

a.  Question: Does AHRQ consider itself either a covered entity or
    hybrid entity under HIPAA -- or has AHRQ considered this?

> **Response: AHRQ is not a covered entity (HHS has established itself
> as a hybrid entity).**

b.  Question: Following on from above: Is AHRQ (or appropriate
    departments within AHRQ) an Institutional Review Board (IRB) as
    defined by HIPAA?

> **Response: No.**

c.  Question: Will the vendor (the awardee of this RFP) have a business
    associate agreement with AHRQ? If yes, will this agreement be
    executed before the contract begins and/or can it be constructed as
    a component of the AHRQ-vendor contract?

> **Response: No.**

d.  Question: It is our impression that occasionally the vendor will be
    handling and disseminating information products that contain
    individually identifiable health information as defined by HIPAA. We
    base this inference on Section H2 (page 39); and Section C.1.4 (use
    of MEPS NHC data, page 10); as well as the use of MEPS HC, MPC and
    IC data. Is this correct? If we are correct, do the receivers (in
    other words: "AHRQ information customers") of this information have
    business associate agreements with AHRQ (or whatever organizational
    component of AHRQ deemed to be a HIPAA covered entity)?

> **Response: Yes. The contractor will be handling data containing
> individually identifiable data. Users of the MEPS microdata files are
> required to sign and return a Data Use Agreement. AHRQ does not enter
> into business associate agreements.**

e.  Question: A significant amount of data will be regularly received by
    the vendor (from NIH, CMS, and other government and non-government
    entities). Is this data de-identified according to HIPAA privacy
    standards as a matter of course?

> **Response: No. The vendor will receive data files that contain
> directly identifiable information.**

f.  Question: Assuming that there is data received by the vendor
    containing individually identifiable health information, how are
    files prepared by the vendor for public use currently de-identified?

> **Response: Prior to public release, MEPS public use data files are
> stripped of all directly identifiable information. An encrypted
> identifier is assigned to each record and the file is then reviewed
> for confidentiality data disclosures (small cell sizes, rare
> conditions etc.).**

g.  There is the statement on page 11 of the RFP that: ...HCUP databases
    contain patient-level information for inpatient and outpatient
    encounters in a uniform format which protect patient and physician
    privacy.

> Question: How is this currently done? Is this protection in accordance
> with the Public Health Services Act - or - both that Act as well as
> HIPAA?
>
> **Response: AHRQ is not a covered entity under HIPAA. However, HCUP
> databases that are released to the public are essentially consistent
> with the Limited Data Set provision of the HIPAA privacy regulation.
> All outside users are required to sign a Data Use Agreement and the
> data elements are consistent with the LDS.**

79\. TOPIC: AHRQ Technology Environment Question: Can you supply us with
more information on the relevant information technology environment at
AHRQ? What databases and file management systems are in productive use
today? Is there a central repository which contains all data? Is all
data received scrubbed, transformed and loaded into common formats. What
web based applications exist? Perhaps there are diagrammatic documents
you can share with us that outline the technology base as it exists
today? We ask this in order to propose a doable architecture approach --
one that maintains the smoothness of existing operations while moving
you to improved and enhanced functionality.

**Response: The contractor will not be responsible for the information
technology environment at AHRQ.**

80\. TOPIC: AHRQ Technology Architecture: Section C.1.11: The contractor
will be required to propose any software workflow, document management,
and other collaboration tools and products to support efficient
operations of functions, processes and tasks performed under this
contract. Also, the contractor shall propose any system administration
and other web server and database monitoring, tuning and administration
software to support efficient and high quality operations of the data
processing, web site and Data Center tasks under this contract. In
addition, the contractor shall propose the specifications for any other
software, hardware and network components needed to support efficient
data processing for this contract. These proposals should ensure the
highest reasonable level of quality data processing operations, service
and minimum downtime.

Question: In light of the above, and aside from the "Oracle web-enabled
data base system" mentioned on page 13 of the RFP, are there any AHRQ
architecturally required information technology components (hardware
and/or software)? Does AHRQ have published information architecture
standards with which the vendor must comply? For example: are there AHRQ
standards for web publishing software products? We assume in the area of
analytics that SAS products are required -- correct? What are the
hardware/software prerequisites for BENSIM and the other analytic
applications in the RFP? (What we are essentially asking here is: how
much latitude do we have in proposing software and hardware products?)

> **Response: Software/hardware products currently in use at AHRQ are
> selected based on mission requirements and need. We will consider
> making changes if better products are available. The contractor will
> be requested to systematically evaluate the MEPS web site for
> usability and efficiency and to propose a detailed plan for the
> redesign of the MEPS web site. For AHRQ's guidelines on web product
> and web development, see attachment 2 (Pages 102-106).**

81\. TOPIC: Workflow Documentation: Section C.1.11 (exact citation as
above): Can you supply us with documentation on existing workflows and
related operations? We ask this in order to propose to you the best
possible solutions.

> **Response: No.**

82\. TOPIC: Operational Logistics Our assumption is that AHRQ requires
the vendor to have a small team on-site during business hours for
operational responsibilities (e.g. inbound and outbound data
processing).

a.  Question: Is this correct?

b.  Question: If we are not correct, where will the work take place? At
    contractor\'s facility, at AHRQ?

c.  Question: What, if any, are AHRQ's requirements for vendor
    functions/staffing on site at AHRQ?

d.  Question: What level of support in general is AHRQ expecting? For
    example: is the need for 24 hours a day, 7 days a week coverage or
    on demand; or for some other particular level of effort?

e.  Question: Based on how the contract has been executed in the past;
    can you tell us if travel to other AHRQ sites need to take place? If
    yes, can you indicate roughly how often and to where?

> **Response: See the responses to No. 56 and No 41.**
>
> 83\. TOPIC: Data & File Management Systems In Use: Section 3.1.3 (page
> 9): "Since 1996, the annual MEPS HC operational database consists of
> approximately 60 files organized in a hierarchical structure, ..."
>
> Question: Can you tell us what database management or file system is
> currently used to house this data (e.g. IDMS?, VSAM files?).
>
> **Response: This data originally is stored by the data collection
> contractor in an Oracle database and is provided to AHRQ in SAS and/or
> ASCII formats. See Attachment 1 for a description of the components.**
>
> 84\. TOPIC: Existing HCUP Data Security: Section C 1.4 (page 12): -
> "They \[HCUP data\] are maintained on pass-word protected CDs in
> secured areas at AHRQ and contractor sites."
>
> Question: Access to the data is password protected. What is this
> mechanism? (e.g. is the data compressed with a PKZIP password? Are you
> simply referring to the fact that the data is in SAS format and is
> accessible only by accessing it from SAS?). In addition, is the data
> itself encrypted?
>
> **Response: The HCUP data is delivered to AHRQ and the ADP contractor
> on CDs in SAS format. The data files are password-protected SAS files.
> The data itself is not encrypted, although some of the variables are.
> For the most sensitive files in HCUP (known as data development files)
> the CDs are password protected and the password is known to only the
> PO on the data processing contract for HCUP, who provides the
> passwords on an as-needed basis only.**
>
> 85\. TOPIC: Evaluation Weights: Section M, under Technical Evaluation
> Criteria (Proposed Technical Approach): The sentence that reads: The
> 50 points will be distributed as follows:
>
> Question: This is a typographical error, correct? We say this because
> the apparent weight of Proposed Technical Approach appears to be "45"
> and not "50". (We're not trying to point out any minor errors -- we
> just want to be sure we understand your evaluation criteria)
>
> **Response: The proposed Technical Approach is worth 45 points.**
>
> 86\. TOPIC: Security Plan: Section F.2, (Reporting Requirements and
> Deliverables): Question: what is the difference between item 4:
> security plan, and item 7: draft security plan? (Or are these really
> the same thing?)
>
> **Response: See the response to No. 3.**