Delaware Health And Social Services DIVISION OF MANAGEMENT SERVICES PROCUREMENT DATE: June 28, 2010 HSS 10 085 HIV PREVENTION DATA COLLECTION, REPORTING AND EVALUATION FOR DIVISION OF PUBLIC HEALTH Date Due: August 9, 2010 11:00 AM ADDENDUM # 1 Please Note: THE ATTACHED SHEETS HEREBY BECOME A PART OF THE ABOVE MENTIONED BID. ___________________________ Bruce Krug PROCUREMENT ADMINISTRATOR (302)255-9291 _____________________________ James Dickinson (302) 744-1050 ANSWERS TO QUESTIONS SUBMITTED BY MAY 19, 2010, 4:30 PM -AND- QUESTIONS SUBMITTED AT THE PRE-BID MEETING ON JUNE 28, 2010 1. The specification in 1.1 (p. 1) states “a COTS or other immediately available service is required,” however the anticipated schedule in 6.1.5 (p. 25) indicates implementation in October of 2011 (emphasis added). We wanted to verify that the implementation date was not a typographical error. This date is incorrect and is an error in the RFP. The system should be collecting fresh data by “December 31, 2010 or earlier”. Conversion/import of historical data by March 30, 2011. 2. How will data be collected during the timeframe between when the contract is awarded and implementation in order to be compliance with CDC reporting requirements? How will cut-off of existing data collection procedures be determined so that data can be imported into the replacement system? DPH will continue to use current data collection systems until implementation is secure. Currently used: XPEMS CTR scan system/CPEMS. An short ‘overlap’ of system use is possible if necessary, but it would be preferred that new data collection begin on January 1, 2011 in the new system and the old system is discontinued on December 31, 2010. 3. The RFP states in 4.13.5 (p. 18) historical data needs to be imported, and references the CDC CTRS system – does that refer to CTS version 4 (March 1999) system or the current CDC Scan/PEMS system? If possible, if is preferred that data from both systems be imported to allow historical analysis of the data. However, the data from the XPEMS CTR scanning system is of greatest importance. The system uses Scannable Office software to populate a SQL server based data table (staged in Access). www.autodata.com/scannableoffice.htm. The earlier CTR data is contained in a ‘Prodas’ based application. 4. Of the data in the CDC CTRS, Access, and SQL tables, how much has already been shipped to CDC via SDN? DPH is current with SDN transmission requirements. All required data has been transmitted to date. 5. Were the records that have already been shipped to CDC marked as such? Yes. 6. Will any of the imported data need to be shipped to CDC? Only that collected between the last required data submission date. 7. Referencing 4.13.5 (p. 18) – approximately how many records need to be imported from each of the data sources (CTRS, Access and SQL)? 2000-2006: ~ 85,000 records in the old CDC application (Prodas) 2007-2010: ~ 40,000 records in access and/or SQL server tables. 8. Do the variables in the Access and SQL Server tables correspond to the current PEMS/NHM&E CTR Variable requirements (Rev. 11/27/07)? If not, please supply a list of variable definitions and database diagram (preferably in Visio format) so that costs for data importation can be accurately determined, and to meet the RFP requirement that conversion controls and balancing procedures be supplied. The data collected via XPEMS CTR is compliant with CDC variable requirements, though, after a cross-walk negotiation with CDC, Delaware collects a smaller subset of the variables recommended. 9. Has the data in the electronic files has already been validated per PEMS/ NHM&E Business rules? If not, who is responsible for cleaning the data once imported – the State or the Vendor? To the extent possible, validation/cleaning should be automated by the vendor (identification of errors, etc.). However, DPH will be responsible for any validation/cleaning that requires a manual review of data. 10. Are all data to be imported already in electronic form, or is some of it on paper forms and if so, who is responsible for back data entry of any paper based data? All data to be imported is in electronic form. Any necessary back entry of form-based data (due to temporary gaps in service during implementation, etc.) will be handled by DPH. 11. Referring to 4.8 (p. 12), do the existing data collection forms for ILI/CRCS, GLI and HC/PI interventions already collect the minimum data set variables in a manner which conforms to NHM&E/PEMS Definitions (Revised 5/2/2008)? Specifically, do the existing forms for individual and group interventions conform to the variable G211/212 specifications such that risk behaviors are collected per gender of partner? If not, please described how risk behavior information from clients is currently collected? The only forms currently used in the system are for the XPEMS CTR data collection. All other intervention data is entered directly into PEMS by the provider and validated by DPH staff. To the extend PEMS is internally consistent, DPH is compliant with data requirements. 12. Referring to 4.8 (p.12), and the requested customization, please provide some indication of how different the variables are from the NHM&E/PEMS current definitions. For example, how many additional variables are collected? From time to time additional variables are added for evaluation of specific intervention activities (such as social marketing). These typically number fewer than 5 variables for any one event and ask, for instance, if the client has seen one of the program’s commercials promoting HIV screening – or what specifically motivated the client to seek testing from the particular provider, etc. 13. Is data collected for any intervention type not included in the NHM&E data specifications? No. Not relative to this particular system. 14. Does the state wish to collect Partner Services data through the system supplied through this RFP or is that data collected in a different system (such as STD*MIS)? Yes. The state wishes to collect Partner Services data through the system supplied through this RFP. 15. Sec. 4.11 (p. 13) provides the number of users; please provide the number of different sub- grantee agencies. In any given year: 15-20 community-based provider agencies contracted through Division of Public Health 10-15 community-based provider agencies contracted through Division of Substance Abuse and Mental Health 10-15 DPH clinic locations 16. In 4.13.2 (p. 17) it states that “Additional staging areas may be proposed at the discretion of the vendor. Bidder will address how each of these regions will be set up and utilized.” Is a “staging area” the same as a “region” and if not please explain the difference. Additionally, if proposing a Software as a Service (SaaS) or ASP solution, what is considered an additional staging area? Later in that section it states that the “Bidder will describe how their system will take advantage of the existing infrastructure” – does this requirement pertain to SaaS that would not use any existing state hardware or resources? Region and staging area are the same. For a SaaS the vendor must comply with state standards for data protection and access. Architecture must be approved by state or waivers for non- compliance must be requested. 17. Referring to 4.12 (p. 13) How are the application module deliverables handled for SaaS or ASP solutions in which no state resources are utilized and nothing will be installed on any state systems? For a SaaS, since no use of state resources are required, the vendor must provide sufficient lead time to DHSS of updates to be made to the application. Documentation must be provided on changes to be made, problems or issues fixed or new functions added. 18. Sec 4.12 (p. 13) Please describe the DHSS deliverable review process. Will DHSS staff meet physically/virtually to review, validate and collate feedback then pass the collated feedback to the vendor? If not, how will conflicting feedback from DHSS be resolved and by whom? DHSS staff will review virtually and provide one set of feedback or approval. 19. Sec 4.13.7 (p. 19) states vendor will provide support will be available for a minimum of five years after the warranty period. When proposing SaaS, typically all services cease if subscription to the application is discontinued. Support for the service (including for example, customization and bug fixes) continues as long as a valid contract is in place and payment is received in a timely manner. Please clarify that this is acceptable or how DHSS typically approaches this requirement for SaaS/ASP solutions. A contract defines the terms of service. If the contract is ended then use of the SaaS will cease as stated. 20. Sec 6.1 (p. 23) states that two original CDs and six CD copies must be provided. On page 24 it states the” CD copies (emphasis added) "must be labeled on the outside as follows… “ There are no instructions as to how the CD’s that are the originals are to be labeled. Does that same labeling apply to the two original CDs as well, or are there different labeling requirements for the original CDs? All CD’s are to show same labels with the exception of the ‘original’ or ‘copy’ designation. 21. Sec 6.2.2 (p. 27) Project Plan states that the proposed schedule in the project plan must be in Microsoft Project format. We use a web-based commercially available project management system. Are other formats acceptable? Microsoft Project is the preferred software. Other software may be used that can generate the same types of reports for project tracking. 22. On page 84 there is a Letter of Interest form which states that the letter must be submitted prior to the submission of a proposal and that proposal submitted without prior submission of this letter will not be opened. On the second page of the cover the instructions state "A brief 'Letter of interest' must be submitted with your proposal." However, there are no instructions on to whom the letter should be sent, and it is unclear the letter of interest is due. Please provide clarification on submission requirements for the letter of interest. The brief letter of interest should be submitted at the pre-bid meeting. (A form letter was provided to all potential bidders at the pre-bid meeting). 23. Sec 6.2.6 (p. 26) Please be more specific or provide an example of what information is required in the skill matrix. Do you expect to list number of years experience with each category mentioned for staff members or merely indicate that the staff member has experience in that area? What is meant by "planning" when project management is its own bullet? Are the other categories that are expected or only the 3 which are listed? The skills matrix can be in the format of the bidders choosing. What is included is information relevant to the experience of the proposed staff in regards to this project. Including the number of years of experience in the categories does certainly describe staff experience. Other categories can be added as long as it shows the staff’s level experience. Planning means what level of experience does this individual have in planning a project as opposed to statement of the overall plan for a project. 24. Does the system have to be HIPPA compliant? Yes. 25. Since the data is ‘secret’, what kind of background check is required? Data standards for the State of Delaware are based on federal standards for data security. Please refer to this document for details. http://www.archives.gov/isoo/policy-documents/eo- 12958-amendment.pdf The expectation is that employees of the contractor will be cleared for data access as a normal course of business. 26. Is there a budget associated with this project? Implementation should be under $100,000. Annual operating expenses should be $50,000 or less. 27. Back-up schedules and disaster recovery: must be in compliance with the policies distributed on the CDs at the pre-bid meeting. 28. Hosting the system: the system may be hosted on-site by State of Delaware or off-site at the vendor’s facilities. SoD uses ‘Blade Technology’ 29. Hardware purchasing: Equipment purchases should, of course, be kept to a minimum. The program already has servers at the SoD. 30. Can you provide samples of the HIV data collection forms that you would ultimately want to be automated, and could you provide samples of a list of reports that your organization would like dynamically generated – on the fly? A copy of the counseling, testing and referral form is attached at the end of this document. Reporting capability should be as flexible as possible as the analysis of the data changes with context and ad-hoc report building should be an option. 31. Company proprietary information may be submitted on a single copy of up to 3 CDs, apart from the main proposal? Yes. 32. Do you need to complete appendix K if you are already certified as a MBE in DE? Yes. 33. If hosted at the contractor’s facility, will the contractor inherit the department’s authority to operate? FISMA requirements? The contractor is expected to follow the standards set up by the State DTI and DHSS departments. By using a service of a contractor then that contractor will essentially operate as if the service was provided in house. Federal standards (FISMA) are supported and used by the State of Delaware. REQUEST FOR PROPOSAL NO. HSS 10 085 HIV PREVENTION DATA COLLECTION AND REPORTING Page 2 of 6