The Newborn Screening Technical assistance and Evaluation Program (NewSTEPs), a program of APHL, is looking to identify a vendor to maintain and support the NewSTEPs data repository and website. APHL anticipates that the vendor will receive up to $350,000 for the services it renders over one year, with an option to extend for an additional three years.
Eligibility
APHL is looking for a vendor with the ability to fully perform the scope of the project with regard to updating, maintaining and supporting the NewSTEPs Data Repository and website.
The following are functional requirements and preferences that are important for applicants to consider as they develop their proposals:
The interactive NewSTEPs data repository and website must meet web standards and be browser independent; it must not require any plug-ins so that it can function on any platform including mobile devices and tablets; and it must be 508 compliant.
The selected applicant must work in conjunction with original developers - 5AM Solutions and Teal Media - on facilitating data repository and website transitions. APHL will facilitate this collaboration.
The NewSTEPs data repository and website are currently hosted on two separate platforms and must be migrated and centralized onto one platform to enable the integration of information from both sites.
The NewSTEPs team must have access to add and edit content on the Drupal website platform.
The NewSTEPs team must have back end access to the PostgreSQL database for purposes of querying data.
The applicant selected must have expertise in hosting, integrating and managing secure electronic databases and websites.
The NewSTEPs data repository and website must be user friendly and easy to navigate. It must utilize contemporary features described, but not limited to the requirements provided below.
The selected applicant must allow for the NewSTEPs team to provide incremental adjustments and feedback. Training must be provided for staff regarding how to routinely update and manage the NewSTEPs data repository and website.
Anticipated Schedule
Applications are due by June 14, 2019. APHL may request meetings or a teleconference with the respondents prior to announcement of the selected applicant. Please review the following dates:
April 19, 2019 - RFP Issued
May 3, 2019 - Brief statement indicating intent to apply due by 5:00 pm ET to APHL
June 14, 2019 - RFP responses due by 5:00 pm ET to APHL
June 26, 2019 - Full evaluation of proposals completed and vendor notified of acceptance.
July 1, 2019 - Work initiated on Data Repository and Website
Due to the expected number of responses received, APHL now anticipates making a notice of award for the NewSTEPS Data Repository and Website on
June 26, 2019. This extension gives the evaluation team additional time to thoroughly evaluate each proposal received. All other dates remain in effect. APHL will post any additional revisions to this site.
Letter of Intent
APHL requests that prospective applicants submit a brief email statement indicating the intent to submit a proposal no later than May 3, 2019. Although a letter of intent is not binding and does not enter into the review of the RFP, the information that it contains allows APHL's evaluation team to estimate the potential workload of the review process and plan the contract development. Potential applicants must include the name of the organization or individual that will submit the proposal in their email.
The prospective bidders must email this statement to Careema Yusuf, MPH, Manager of NewSTEPs at
careema.yusuf@aphl.org with a copy to
newsteps@aphl.org using the subject line, "LETTER OF INTENT: NEWSTEPS DATA REPOSITORY AND WEBSITE RFP."
APHL must receive this information by
5:00 pm ET on May 3, 2019.
Submission of RFP
Complete responses must be submitted by
5:00 pm ET,on June 14, 2019. Responses can be sent by the following methods: via email to
newsteps@aphl.org or by US MAIL, Commercial delivery service or hand delivery to Careema Yusuf, MPH, APHL, 8515 Georgia Avenue Suite 700, Silver Spring, MD, 20910.
Email attachment is the preferred means of receipt. Regardless of delivery method used, all responses must be
received at the APHL office by 5:00 pm ET on June 14, 2019. It is the responsibility of the applicant to ensure that the response is received at APHL by this deadline.
Responses should be limited to 20 pages of text and should include information requested in the response requirements sections of this RFP. References, charts and graphics are not included as part of the page limit.
Submitters will receive a confirmation of receipt of their response by APHL. APHL may terminate or modify the RFP process at any time during the response period. All changes to the RFP will be posted to the
APHL Website. No changes will be made to the RFP within one week of the due date. Responses that are not received by the stated deadline will be determined non-responsive and may not be considered in the review of the applicant at APHL's discretion.
Materials
The
Official RFP Document will provide detailed information in regards to this request, please read it on its entirety.
Contact
Applicants must direct all questions to Careema Yusuf at
careema.yusuf@aphl.org with a copy to
newsteps@aphl.org. Questions received from interested parties, together with the answers provided, will be posted to APHL’s procurement website (www.aphl.org/rfp).
Questions and Answers
If APHL already has two vendors engaged in this project, what is the primary motivation for bringing in a third vendor into the mix? Will one or both of the initial vendors move off of the project? If so, why?
A: As recipients of new federal funding through a cooperative agreement for NewSTEPs, APHL is obligated to issue a request for proposal for projects that exceed APHL’s Simplified Acquisition Threshold of $100,000. All vendors are invited to apply through this competitive bid.
If any of the existing vendors will be continuing, to whom will they report and what incentives will be put into place by APHL for cooperating with the new vendor who will result from this RFP?
A: We are seeking one vendor to work with as described in the RFP document. Whichever vendor is selected will be required to work with current vendors to ease transition. Current vendor contracts outline the necessity to work with the new selected vendor during this transition period.
The RFP describes the work of the new vendor as “facilitating data repository and website transitions.” Does that mean the existing vendors will transition
off the project?
A: Yes, we are seeking one vendor as described in the RFP document.
With respect to migration of the data repository and website to one platform
Where will the new system be deployed? With Pantheon? On AWS? Somewhere else?
We currently use AWS and Pantheon, however we welcome one alternate hosting solution.
Does the respondent need to provide hosting and hosting operations?
Yes.
The specifications indicate that the Drupal website must be able to “pull data directly from the data repository and vice versa.” Can you please describe your expectations in more detail? Are you envisioning that the new vendor will develop custom Drupal modules on the Drupal side and an API on the webapp side for the Drupal modules to interact with; and vice versa?
Currently our data visualizations on the Drupal website that utilize data from the repository are manually updated. We would like this to be in real time. We are open to solutions.
With respect to NewSTEPs staff having access to the backend database, is there a particular query tool that the staff already has or knows how to use? What type of access is required here?
A: NewSTEPs staff have access to the backend of a mirror database and utilize a number of tools to access it. Staff must be able to access data, and modify language as needed.
There are many features described in the Required Specifications section of the RFP. Can APHL confirm whether these are all new features that do not currently exist and have to be spec’d, developed, and tested by the successful vendor, or which features already exist but may require revision or modification?
A: The new features are as follows: 1.9, 1.10, 1.14, 1.15, 1.16, 1.17, 1.18, 1.19, 1.20, 1.30, 1.31, 1.32, 1.33, 1.34
Who has ownership over (or at least commit privileges to) the current software/source code repositories? Who has ownership over the source code from new products developed under this RFP?
A: APHL currently has ownership over software/source code repositories. The new source code developed under this RFP will also be owned by APHL.
Who is responsible for maintenance and production support going forward once the enhancements and platform consolidation are in place?
A: We are looking to work with for one vendor for enhancements and platform consolidation as well as maintenance. All requirements will be outlined in vendor contracts.
Can non-US companies apply due to federal funding?
A: Non-US companies are eligible to apply to this RFP, provided they are not excluded or barred from contracting in the United States. All non-US companies should be aware that the data repository for this source code must be in the US.
Will you cap the number of respondents at a certain point?
A: We have developed an evaluation team and will decide appropriate next steps dependent on number of LOIs received.
The RFP states that the current 2 separate platforms “should be centralized onto one platform and interface with one another so that the website can pull data directly from the data repository and vice versa.” When you speak of “platform”, what does that mean exactly? The physical server where the 2 applications both live needs to be the same? Or are we talking about the 2 applications will both use the ‘Drupal’ platform (I am assuming this because it is definitively stated that the website will stay in Drupal)?
A: Currently our data visualizations are on the Drupal website and utilize data from the repository. Tableau visualizations are manually updated. We would like this to be in real time, that is having the 2 sites connected. We are open to solutions.
Are their reasons that the 2 applications couldn’t be 1 application? For instance, we rebuild the data repository architecture and functionality into the current Drupal website system. This would eliminate the need for the systems to talk to each other and the need to have a SSO integration as there would only be one system.
A: We welcome and are open to new solutions.
Have there been any discussions about transitioning the current site and/or the data repository into Drupal 8?
A: Not yet, but we are open to these discussions
What technology stack, programming language, user interface platform is the current data repository using? We understand it is using a PostgreSQL database, but how are the pages built that users interact with.
A: The programming language used is Java 7
The RFP states that the current data repository must “Retain current database structure”. This seems to suggest that the repository won’t change how this application is built and runs. What are the biggest pieces of work to be done for the data repository? What of these bullets are new functionality?
A: All of our interactive and public data visualizations are utilizing the current tables and table joins and queries. Any changes to the database infrastructure would require a change to all of them. The biggest pieces of work to be done for the data repository include the following requirements as listed in Appendix A: NewSTEPs Data Repository and Website RFP Requirements: 1.9, 1.10, 1.30, 1.31, 1.32, 1.33, 1.34
Are the two incumbent vendors eligible to bid?
7. Why is APHL not hosting this project on its own AIMS website? Would it consider that as a cost-saving option for this migrated project?
A: At the inception of NewSTEPs, the AIMS platform was focused on electronic messaging services and the costs were prohibitive for NewSTEPs to use. We would need to revisit the option of AIMS hosting the NewSTEPs website and data repository.
Will NewSTEPS assign a project lead to manage this initiative? Will this person be the person who can complete query validations of the data? If not, do you have someone on your team to do this?
A: Yes, there will be a project lead assigned to this initiative. It may not be the same person, but we will have someone available from our NewSTEPs data team.
How important is this project to NewSTEPS? Is it one of many for 2019 or is it a top priority and why?
A: This is a top priority for NewSTEPs as both the website and data repository serve as a resource for the four main goals of NewSTEPs: communication and collaboration; data; technical assistance; and new disorders.
How many NewSTEPS stakeholders will be involved in making decisions and participate in meetings?
A: At APHL we work primarily on a consensus based process to make sure we address the needs of our members (via our steering committee) and on making decisions about any initiatives. We also have a NewSTEPs data team (made up of eight NewSTEPs staff) that will participate in meetings as appropriate.
What version(s) of Drupal is currently running?
Drupal has both a back-end (coding and administration) and front-end (presentation of the look and feel). We understand the project is to retain the existing front-end design (look and feel) but will the selected vendor also be starting with the existing back-end code?
Drupal core is currently on version 8. Should part of this project include upgrading the website to version if it fits within the budget?
Is the current source code available for review for estimating purposes? Your Q&A says you own the source. Will the selected vendor have access to this once an agreement is in place?
A: The code for the website is accessible by clicking on control + U when you are at
www.newsteps.org. Yes, the selected vendor will have access to this once an agreement is in place.
Are there currently resource library groups? If so, how are they created?
A: Resources are currently tagged in the library by disorder (SMA, X-ALD, etc.), topic (laboratory practice, policy, etc.), and/ or type (webinar, video, etc.). As a new resource is added, the staff member tags as appropriate. However, we would like to explore options to group similar existing resources together on one page (i.e. all of the newborn screening posters from North Dakota would be grouped as one resource).
A: Yes. We are unaware of any concerns using iframe at this time. We use iframes for Tableau visualizations.
Is the ColLABorate forum a custom forum or an extension/plugin?
A: Yes. We are unaware of any concerns using iframe at this time. We use iframes for Tableau visualizations.
Will the data in the mirror database need to be pre-aggregated or is it simply replicated?
A: It will be replicated, currently this is done four times a day to make sure that it contains the most up-to-date information.
There is a need to extract datasets from NBS – is this functionality that the website needs to supply or is simply allowing external programs to export? Can you explain what you mean when you say “programs.” Is this an external resource? If so, do you need ad hoc ability to generate reports or will specific reports based on export formats be needed? If specific reports, can you estimate how many?
A: The programs we are referring to are the state newborn screening programs that submit data to the NewSTEPs data repository. They are a primary stakeholder and are consumers of their own data as well as de-identified data of other programs nationally. Specific reports and ad-hoc reports will be generated from data collected (state profile level data, quality indicators, cases). We are looking for tools and resources to facilitate this (i.e. query tool). We use Tableau for several of these already, but it is difficult to estimate how many more reports will be needed as we don’t necessarily need to report on every data element we collect at this time.
Can the ticketing system be an external service or does it have to be integrated?
A: What we mean here is how NewSTEPs staff will interact with the selected Vendor. We ideally would like to have a documented process to request changes, new features, report on issues, etc. and this can be external.
Is there currently an ad-hoc reporting engine in place?
A: No, NewSTEPs staff run the ad-hoc reports manually
When sending automated reminder for missing data, how timely does this process have to be? Daily?
A: Ideally, it would be good to have the reminders go out on dates and times that follow the data collection timeline that we have set up.
Is the costs for hosting part of the overall $350k budget?
Has any user research on the existing presentation of data from the data repository been done? If so, can you explain what you have?
A: No formal research has been done in regard to the data repository, however we did conduct a discovery phase for the website that informed us of user behavior. We also use google analytics for the website.
How do you see us engaging with you for this project? Do you prefer a waterfall or agile approach? Weekly meetings?
A: We have used an agile process in the past and are comfortable with that. We can start off with weekly meetings and then taper off as needed.
In working with vendors in the past, what have you liked best/ worst?
A:Best: Responsive to emails, creative, upfront and honest, flexible scheduling, flexible availability to make any upgrades during off work hours and weekends as appropriate, open communication throughout project, good documentation of project changes, work tasks
Worst: non transparency and lack of communication.
Will the existing vendor(s) be part of the RFP process? If not, why is APHL looking to transition this project to a new vendor?
A: All vendors are invited to apply through this competitive bid. We are seeking one vendor to work with as described in the RFP document. Whichever vendor is selected will be required to work with current vendors to ease transition. Current vendor contracts outline the necessity to work with the new selected vendor during this transition period. As recipients of new federal funding through a cooperative agreement for NewSTEPs, APHL is obligated to issue a request for proposal for projects that exceed APHL’s Simplified Acquisition Threshold of $100,000.
Regarding the limit of 20 pages of text: If graphics or charts are incorporated into pages that also contain text (i.e., case studies), does this count toward the 20-page limit? Similarly, may we attach an appendix?
A: References, charts and graphics are not included as part of the page limit.
Is the website currently running on Drupal 7 or 8? Is there plans to migrate to Drupal 8? If so, has a compatibility analysis been done to ensure a smooth upgrade
A: The website is currently running Drupal 7. There has been no compatibility analysis done yet, we are open to the upgrade.
Integration into one platform may require migrating the PostgreSQL into a MySQL DB so that the Drupal site will have full access to the DB? Is that the desired goal and is the team willing to move the repository data into MySQL and learn using MySQL tools?
A: We are open to new ideas and discussions on how to connect the two sites. Currently our data visualizations are on the Drupal website and utilize data from the repository. Tableau visualizations are manually updated. We would like this to be in real time.
Data visualization tableau charts behind authentication - Will this continue to be a separate login or is this part of the single sign-on feature?
A: The data that is being utilized for the data visualizations that require authentication is confidential. Authorized users access the visualizations with a separate login. We are open to new solutions as long as confidentiality and user roles are maintained.
What sort of browser backward compatibility do you expect? Can you list out browser versions that the website and data repository should support
A: Our primary users of the website and data repository are employees of state government agencies where the latest versions of browsers are not always in use. We are requesting browser backward compatibility that will support compatibility with the Tableau data visualizations in use as well as the latest standard.
Are both the properties currently 508 compliant?
A: Yes to the website, and not 100% to the data repository.
The website looks more mobile friendly compared to the data repository. We are assuming that one of the requirements would be for us to make both the properties mobile friendly.
A: Yes that would be a desired specification.
We can use contributed/custom modules? But no browser-based plugins should be used.
A: Yes, as long as they are compatible with all browsers.
Are 5AM Solutions and Teal Media part of this new RFP process? If not, what is the reason behind switching to a new development agency?
A: All vendors are invited to apply through this competitive bid. We are seeking one vendor to work with as described in the RFP document. Whichever vendor selected will be required to work with current vendors to ease transition. Current vendor contracts outline the necessity to work with the new selected vendor during this transition period. As recipients of new federal funding through a cooperative agreement for NewSTEPs, APHL is obligated to issue a request for proposal for projects that exceed APHL’s Simplified Acquisition Threshold of $100,000.
In the RFP you mention that the website should stay in Drupal, so for us to integrate both the data repository and the website, we would have to migrate the data repository into Drupal as well. Is that the intention?
A: We are open to new ideas and discussions on how to connect the 2 sites. However, we have built our reports and data visualizations on the existing database infrastructure and do not want to redo all of that as a result of migration. We are open to solutions that will have the minimum disruption
Is the website hosted on Pantheon and Data Repository on AWS?
Do you want to continue to use PostgreSQL as the backend database for the data repository and use Drupal for the website? Are you open to migrating the data repository into Drupal?
A: We are open to new ideas and discussions on how to connect the two sites. However, we have built our reports and data visualizations on the existing database infrastructure and do not want to redo all of that as a result of migration. We are open to solutions that will have the minimum disruption
What sort of access do you have to PostgreSQL, can you share screenshots from the admin interface?
A: We currently mainly utilize Tableau software to access the data. We are open to other tools and resources that can provide access to query and analyze data
How important is that the database remains in PostgreSQL or are you open to moving the repository to MariaDB (MySQL) which is the recommended database for Drupal and will work with Pantheon
A: We are open to new ideas and discussions on how to connect the two sites. However, we have built our reports and data visualizations on the existing database infrastructure and do not want to redo all of that as a result of migration. We are open to solutions that will have the minimum disruption
Do you want us to redesign the website and data repository? We can make numerous improvements on the UI/UX changes and redesign both from the ground up.
A: We welcome ideas and suggestions to improve the UI/UX of both the website and data repository, however we are not looking to redesign the sites from the ground up at this time.
In addition to allowing users to use the same login to access both the website and data repository, do you also want to integrate third-party single sign-on mechanisms like Google or LinkedIn. Is the entire website going to be protected or certain pages only? Will it be role-based protection based on existing Data Repository roles?
A: The data in the data repository is confidential and access is based on user role authentication. We are looking to maintain this restricted access. We are not looking for any integration of third-party single sign-on mechanisms at this time.
In point 1.7 you have mentioned making the website more user-friendly, but here you mention that the design shouldn’t change that much. So we are assuming from a ui/ux point of view changes should be incremental.
Any role-based authorization to access the file library and usage?
A: Yes, this should be restricted to NewSTEPs staff.
Apart from Naming convention, will there by any other checks? If so, do you anticipate any manual checking and approval of files submitted by Super-admins? Will there be email notifications apart from the notification on the website?
A: Yes, this will be utilized by the website admins (NewSTEPs staff) when uploading files to the file library. Currently it is a bit difficult to differentiate between files that do not adhere to our naming convention. At this time, the email notification is not needed, however, we are open to new ideas.
How is this microsite consumed on the APHL website?
A: The mircosite we had in mind is of the Newborn Screening page on the APHL website.
There is already Search and Filter functionality for Website Resources. Are there going to additional tags on ‘Resources’ which will allow for Grouped display? Not sure what they mean by this.
A: Resources are currently tagged in the library by disorder (SMA, X-ALD, etc.), topic (laboratory practice, policy, etc.), and/ or type (webinar, video, etc.). As a new resource is added, the staff member tags as appropriate. However, we would like to explore options to group similar existing resources together on one page (i.e. all of the newborn screening posters from North Dakota would be grouped as one resource).
Will the page just link to the relative ColLABorate messages page or will the messages be displayed on the page?
A: We are open to ideas here. Ideally, we want to capture relevant discussions that occur in the community discussions to supplement the data visualizations that uses data already captured in the data repository.
Is there a DR / COOP currently in place? If so, is the desire to build on top of the existing plan?
What is the purpose of the Mirror DB? Are the data extraction and analysis resource intensive impacting DB performance, hence requiring an off-production version of the DB?
A: Yes and we want to make sure that any data extraction and analysis does not alter the live version of database.
How big is the team that requires access to the DB? Will they need remote login permissions? Are they currently using any DB client tools or are you open to suggestions?
A: We have a NewSTEPs data team of We would like to have six users have access to the database and we do so remotely. We are open to suggestions.
Is there a data dictionary tool currently in use? If so, is the desire to continue with this tool and build on it? Or are analysis and recommendations on data dictionary tools required?
A: What we mean here is how NewSTEPs staff will interact with the selected Vendor. We ideally would like to have a documented process to request changes, new features, report on issues, etc.
Do you need the ability to share/export reports? Any predetermined formats for Reports?
A: Yes, currently the real time reports do not have a way to be shared. There are no pre-determined formats and we welcome ideas
For evaluation criteria 1.32 – email and website based notifications?
A: Email notifications primarily, we capture the email addresses of those users who update information within the data repository.
Besides updated real-time data visualizations, what are the reasons you need to access the data from the data website in the Drupal website?
A: In addition to tableau visualizations, the website hosts resources, instructions, and templates regarding data entry into the repository for our members. We’d like to migrate these platforms to ease data entry and data access for our members, and to enable automation of data pulled for visualizations and reports on our website.
The items 1.30, 1.31, 1.32, 1.33, 1.34: Are these items able to be developed within the data website or are there limitations that require us to use the Drupal website to accomplish these items by having access to the database of the data website?
A: The data repository currently collects state profile level data, quality indicator level data and case level data. We are required by our funder to initiate collection and tracking of quality improvement measures as well. These quality improvement measures should be integrated into the data repository.
What data is on the Drupal website that the data website needs access to? 1.9 states ‘the website can pull data directly from the data repository and vice versa.
A: We are referencing the tableau visualizations on the Drupal website that pull from data collected in the repository.
Who accesses the Drupal website for the need of sso? Seems like just new steps staff who edit the website would need access to the Drupal website, so why the need for sso? who would be the identity source for sso? (Drupal site, data site, something else?)
A:The single sign on would be for state newborn screening programs who enter data into the repository, not for access to edit the Drupal website. Credentials are required for data security and confidentiality reasons as states only have access to their own data and de-identified data from other newborn screening programs.
PostgreSQL data schema. Is there a possibility of getting a copy of the current schema in preparation of our proposal response?
A: This will be provided once an agreement is in place with the selected vendor. The data dictionary is currently available on the
NewSTEPs website
Is there any reservation of moving NewSTEP’s data repository (PostgreSQL database) to a shared Drupal installation to achieve the single platform objective?
A: We are open to this solution. However, we are asking to retain current database structure including all variables currently recorded, variable names, table names, and the relationship between data tables to maintain the existing visualizations and reports.
What does the NewSTEP’s team currently use to query the data repository? Is it mostly Tableau? Do you also use something like pgAdmin? Is there a custom interface? Other?
A: Examples of public facing reports can be found
here. Other reports via tableau visualizations can be found on our
website.
PostgreSQL Data access. Currently, it is described that access to the PostgreSQ/data repository is performed via web-based access, also there is mention of direct data access – is there a preferred way/tool to directly connect to the database?
A: There is no preferred tool to directly connect to the database at this time.
What limitations are you experiencing with the data being on two different platforms. In understanding the challenge, displaying content from the data repository to the Web makes sense, what is required from the Web to the data repository?
A: In addition to tableau visualizations, the website hosts resources, instructions, and templates regarding data entry into the repository for our members. We’d like to migrate these platforms to ease data entry and data access for our members, and to enable automation of data pulled for visualizations and reports on our website. We are referencing the tableau visualizations on the Drupal website that pull from data collected in the repository in regard to what is required from the website to the data repository.
Incremental adjustments and feedback. Can we get a better sense of what types of modifications will be required over the course of the contact? Change in data structure? Data visualization needs? New features and modules? Etc.?
A: Modifications may include additional data elements that provide additional information, or additional user interfaces that allow users to add free text, these are just some examples. NewSTEPs must have input relative to all criteria outlined in the RFP.
In describing a “ticketing system access”, is this referring to the ticketing system of the vendor?
A: What we mean here is how NewSTEPs staff will interact with the selected Vendor to track projects and deliverables. We ideally would like to have a documented process to request changes, new features, report on issues, etc.
Real time snapshots of various publicly available data collected. Is this more about foundational metrics such as when such data is collected or more holistic reporting on results within the data?
A: NewSTEPs collects
state profile level data in the repository that is publically available. This includes programmatic data such as fees, disorders screened, operating hours, etc.
Tracking quality improvement shared measures. This can have varying degrees of meaning, can we possibly get a sense of expectations for this area?
A: As part of NewSTEPs’ Quality Improvement Cooperative Agreement with our funder, HRSA, state newborn screening programs will be applying for financial and technical assistance toward quality improvement projects of their choosing (whether improving timelines in newborn screening, communicating results, etc.). NewSTEPs will track data improvements, resources relative to projects and qualitative data (i.e. barriers, challenges, successes) in the repository.
Do you have any ties to keeping tableau as your main tool for data visualization?
A: For the most part, data in the repository is confidential and only contributing programs have access. NewSTEPs has public and password protected based visualizations to look at performance metrics and other data collected and Tableau has worked as a solution. While we want to streamline this process (i.e. migrate the repository and website), we need to keep confidentiality and data security. The goal is to enable programs to better query their own data. Any way that eases programs’ access to data is welcome.
Are the babies anonymously tagged? I.e. is HIPPA compliance a factor
A: We do not collect any identifying baby level information in the repository. Cases are entered with a state unique ID for tracking purposes. It has been determined by the Colorado Multiple Institutional Review Board as well as the Office of Human Research Protections that NewSTEPs is not engaged in human subject research and that the data collected does not contain sufficient information to render the data identifiable to NewSTEPs.
Is there a need for a redesign or rethinking of certain aspects of the site?
A: No need to redesign the website as we did this in 2016.
What is your satisfaction level with the current solution you have in place?
A: We are satisfied with our current solution, but would like to ease the process from states to access and query their own data.
How many organizations submitted a letter of intent?
A: We have received around 20 letters of intent, although this does not necessarily mirror applications that will be received.
Are you able to provide us with a data model for the reporting database?
A: We have a data dictionary available on our website that provides the different tables and data elements that make up the NewSTEPs data repository.
How is the Java on top of Postgres database working?
A: Java provides a user friendly user interface for users to enter, edit and view information. For a description of what the user interface we have available look like, there is a general user guide that will provides screen shots of the different data entry views
Are you open to having the query tool or front end of postgres database re-built in a different language? Or does it have to stay as is?
A: We are open to new ideas.
We are not sure we have all of the information we would require to price out this whole project. Are you open to us instead pricing out an initial Discovery phase? And thereafter putting together a budget for the rest of the project?
A: The applicant must include a budget for this project that includes requirements specified and must provide a cost estimation to accomplish the scope of work. The budget must encompass all production and software acquisitions necessary for the support and maintenance of the Data Repository and Website. Please include any costs associated with additional maintenance, support, upgrades and long-term annual maintenance. Applicants must budget for one in-person kick-off meeting in Silver Spring, MD at APHL Headquarters to initiate activities. This budget is not binding, but is a measurement for NewSTEPs project development
Is the incumbent the preferred vendor for this project?
A: The incumbents are eligible to competitively bid for this project with no added advantage. As recipients of new federal funding through a cooperative agreement for NewSTEPs, APHL is obligated to issue a request for proposal for projects that exceed APHL’s Simplified Acquisition Threshold of $100,000. All vendors are invited to apply through this competitive bid.
Is it OK that the chart would then be outside of the 20 page count?
A: References, charts and graphics are not included as part of the page limit.
I am unclear as to how to handle Appendix A. Is the intent that we download it and resubmit with our proposal?
A: Appendix A is a table that describes all the requirements and is meant as a reference as you develop your response to the RFP. This table is what the evaluators will consider as part of their evaluations.