Page 9 of 9 Request for Information (RFI) The Department of Veterans Affairs (VA) is issuing this RFI in accordance with FAR 15.201(e), the agency does not intend to award a contract but rather gather information on capability, delivery and other market information pertinent for acquisition planning. The result of this market research will contribute to determining the method of procurement and identify parties having an interest in and the resources to support this requirement for the following: Objective To develop a procurement support vehicle which provides nationwide support services in order to safely, rapidly, and economically relocate sensitive electronic and similar equipment necessary to allow the Government to consolidate and/or close existing Agency enterprise datacenters. Individual relocation efforts will each be unique services based on the amount and criticality of equipment requiring relocation. Description The Contractor shall provide these nationwide services once the Government identifies consolidations and closures projects. Individual orders will be defined during the performance to execute specific relocations. The scope, scale, elements, and schedule for these projects are currently unknown but are expected to result in the consolidation of up to 100 VA facilities nationwide. Equipment may be relocated from various Government facilities (e.g. datacenters, medical facilities, warehouses, and storage spaces). The project location information for all relocation elements will be provided in individual orders. Individual orders will move equipment from facilities distributed across all states in the continental US to other facilities similarly distributed geographically across the continental US. Concurrent or overlapping orders are possible. Sensitive equipment within the scope of this requirement may include: IT equipment (e.g. rack-mounted equipment, entire racks, servers, workstations, laptops, monitors, networking equipment, etc.); Medical and lab equipment (e.g. ultrasounds, x-ray machines, etc.); Printers; Scanners; Disk drives & tape storage arrays; Mass storage systems (hard drive arrays, CD/DVD drives, magnetic tapes, etc.); Photography equipment; Copy machines; Air-conditioning equipment (CRACs); Power conditioning equipment (UPSs); Power distribution equipment (PDUs); and Kiosks. In general planning and discussions, the contract shall be referred to by the acronym ROSE (Relocation Of Sensitive Equipment). The work required for each relocation or closure project shall generally include: Detailed development and coordination of individual site transformation plans. Ongoing coordination between the Contractor, OI&T project team, and affected consolidation site staff throughout each project. Coordination with (and subcontracting to, as necessary) external IT service providers required by contract to be involved with physical equipment moves in order to maintain maintenance service contracts and warranties. Starting site preparation to protect Government resources and enable efficient physical moves. Document and label sensitive equipment slated for relocation; unrack rack-mounted IT equipment. Package sensitive equipment for shipping. Provide all necessary packaging equipment and materials. Load sensitive equipment into transportation. Provide all necessary equipment and tools. Transport sensitive equipment from start location to finish location. Finishing site preparation to protect Government resources and enable efficient physical moves. Unload sensitive equipment from transportation to Government facility staging location (as coordinated). Provide all necessary equipment and tools. Unpackage sensitive equipment for reinstallation. Validate that no physical damage has occurred to sensitive equipment during relocation activities. Relocate sensitive equipment to coordinated location within finishing Government facility. Re-rack rack-mounted IT equipment per coordinated plans and/or starting site documentation. Detail cleaning of finishing site to ensure conditions remain the same prior to the relocation. Walkthrough with receiving site Government point of contact (POC) for final order acceptance. Personal property (e.g., systems furniture, desks, chairs, storage cabinets, storage bins, unrelated parts, tools, books, paper records, and similar) are not in the scope of this BPA. Relocation of these types of personal property shall not be accomplished by the Contractor under this contract and are the sole responsibility of the Government. The Contractor shall bring to the attention of the Contracting Officer s Representative (COR) any personal property items that need to be relocated that are not in the scope of these services. Key Examples of the Type of Requirements Needed: Project Management The Contractor shall manage individual projects ordered through orders as well as the overall effort comprised of the sum of individual order projects. Centralized management of the BPA, an ability to communicate, plan, and coordinate with Government and third-party vendors, and a well-thought-out plan for how to achieve success in individual orders as well as in the overall BPA will be evaluation factors in any solicitation. Management of orders with partners to achieve the place-of-performance requirements at the lowest possible combination of cost and risk to the Government will be an evaluation factor in any evaluation. Reporting Requirements The Contractor shall provide the COR with Quarterly Progress Reports in electronic form in Microsoft Word and Microsoft Project formats. Reports shall include detailed instructions/explanations for each required data element, to ensure that data is accurate and consistent. These reports shall reflect data as of the last day of the preceding calendar quarter. The Quarterly Progress Reports shall cover all work completed during the reporting period and work planned for the subsequent reporting period. The report shall also identify any problems that arose, a description of how the problems were resolved, and implications of the problems on project costs and timelines. If problems have not been completely resolved, the Contractor shall provide an explanation including their plan and timeframe for resolving the issue. It is expected that the Contractor will keep in communication with VA accordingly so that issues that arise are transparent to both parties to prevent escalation of outstanding issues. Deliverables: Deliverable Format Periodicity Distribution Quarterly Progress Report (QPR) Electronic, vendor format. Quarterly B Performance Objectives and Thresholds for this requirement are shown below. Performance Objective Performance Threshold Technically Appropriate & Complete. QPR represents an achievable and complete plan for executing transition & migration services. All identified project management components are included. QPR includes schedule, milestones, risks, resources, coordination requirements, and information on how each phase/step in relocation plans will be executed. QPR updated each quarter based on VA feedback. Timely Submission. QPR is submitted to appropriate distribution by midnight Eastern time on the required date each month that a report is due. QPRs electronically submitted on time 100% of the time. No deviations are acceptable. Relocation of Sensitive Equipment (ROSE) Support Services The Contractor will provide in-scope equipment relocation services on all Orders developed by the Government. The Contractor shall have and be able to demonstrate significant specific experience with the relocation of high-value infrastructure, including but not limited to IT equipment. All services shall include onsite pickup and delivery, inventory confirmation, packaging, packing, transport, unpacking, debris removal, installation, and set up. The contractor shall provide services requiring effective management of awkward, tight, difficult, large, and sensitive delivery locations, and locations requiring special handling equipment. Pickup and delivery both require extensive services interior to the Government facilities. Due to the sensitive nature of the facilities and equipment involved, Contractor personnel employed to provide these services will be required to obtain a background investigation. The Contractor shall be adequately insured for the replacement of damaged and destroyed sensitive equipment being relocated. Planning & Preparation The Contractor will be responsible for conducting coordination with Government parties at both the starting and finishing locations for each relocation or closing effort. Orders will generally require the Contractor to provide services on a set and potentially recurring schedule. Because of the operational nature of the equipment and facilities that it supports, downtime for relocation will generally be scheduled after normal working hours and on weekends. Delivery distances will be taken into account in planning feasible relocation schedules, based on the operational needs for the equipment. Multiple sets of equipment at a single facility may require phased relocation over two or more sessions, potentially a week or more apart. The Contractor shall coordinate with and subcontract to (as necessary) external IT service providers ,e.g. HP, Dell, and Canon, when required to maintain continuity of service or maintenance contracts and warranties on the equipment. Requirements specific to each order shall include information about any necessary third-party involvement. A total amount of time will be allotted to the ROSE services for each relocation. This will represent the time that the Government turns the property over to the Contractor for services until the Contractor returns the property to the Government at the finishing location, in its final, as-planned configuration. The Government shall not impose more than one (1) hour of additional delay in turning over the equipment to the Contractor to begin the physical move, or the Contractor may invoice for an additional 2% (total) of the current phase of services within that Order for each hour or portion thereof of delay caused by the Government. Where the Government is responsible for the slipped schedule, the required completion time of the move shall be slipped on an hour-by-hour basis to avoid requiring the Contractor to rush the services based on Government error. The Government reserves the right to reschedule services up to 24 hours prior to the scheduled start time of any phase of services through formal communication of a delay from the Contracting Officer (CO) or Contracting Officer s Representative (COR). The Contractor will be able to invoice for up to an additional 10% (total) of the current phase of services within that Order for costs incurred to mobilize the ROSE resources. Some Government facilities may have dedicated loading docks and specialized materials handling equipment (dock levelers, et cetera). The Contractor shall not rely on these being present or functional. Planning for execution of a ROSE project must take into account the need for alternative materials handling equipment to safely load and unload sensitive equipment without delay or damage. Suggested equipment to offset potential contingencies that would prevent the success of a ROSE project includes (but is not limited to) server unloading hoists, equipment dollies and hand trucks specifically designed for IT equipment racks (including fully-loaded specialized equipment, such as tape drives), and static-protected carts. Identification of specifics related to the proper handling, protection, and transport of sensitive IT equipment will be an evaluation factor in any solicitation. In all relocations the facilities shall be adequately protected from physical damage caused by materials handling equipment, packaging, crating, transport, and similar. In particular, Masonite boards shall be laid down on all non-concrete flooring surfaces from the equipment operating location(s) to the transport loading area at both the starting and finishing locations. Coordinate for the installation of protective blankets in elevators or provide if they are unavailable on either end of a relocation. Removal of these protective elements (and adhesive needed to secure them, if necessary) shall be considered a standard part of work at both the starting and finishing facilities. The Contractor shall provide the starting and finishing location POCs with a what to expect document detailing the schedule, the number of staff, the equipment being used, the materials being employed, and any other relevant information that the building owners/operators will need to know not less than two (2) calendar weeks prior to the scheduled move. It is the Government POCs responsibility to coordinate the what to expect document with the building owners. The Contractor shall develop detailed plans for each equipment migration ordered under individual orders, and conduct ongoing coordination and project management for each individual relocation project throughout the period of performance for individual orders awarded. Execution Relocation services shall be executed according to the coordinated plans developed by the Contractor and approved by the Government COR. Unless otherwise specified, inside pickup and delivery shall be assumed to be required for all relocations. Government facilities generally do not have warehouse or storage space available for relocation project use. Work on each end may be in sensitive datacenter environments with operating standards similar to clean rooms. Contractor personnel, equipment, packaging, and practices shall take these conditions into consideration during the planning of relocations. Loading dock facilities may not be available at all facilities, and specific loading/unloading equipment will vary from location to location. Sizes of dock areas at all potential pickup and delivery sites are not available; the Contractor shall take this into account in planning and coordination. Appropriate numbers of staff, types of packaging, and materials handling equipment shall be determined and provided by the Contractor. Full IT equipment racks and larger pieces of sensitive equipment may require three, four, or more staff to move them safely, efficiently, and without damage to either the equipment or the facilities. The Contractor shall develop and utilize checklists of items to check prior to unracking IT equipment, such as inventory documentation, equipment labeling, identification on Visio diagrams (near and far sides), hard drives are parked, spare hard drives are on hand at far end, et cetera to decrease risks of equipment not functioning properly following relocation. Delivery of IT equipment will include re-racking into appropriate locations in appropriate IT equipment racks. The vendor shall utilize appropriate materials handling equipment such as server lifts capable of 68 height and 1,000 pounds of weight to reduce the risks of damage to sensitive equipment and personnel. Transport Vehicles Vehicles used for the transport of sensitive equipment must be enclosed, air-ride suspension enabled, climate-controlled, and have hydraulic lift gates. Vehicles shall be in good physical condition and in compliance with all applicable safety laws and regulations. If IT equipment is moved in-the-rack, the racks should be secured in the truck with specialized load-bars and straps designed for the purpose of moving IT equipment racks. IT equipment racks, unloaded, may be secured with non-specialized equipment. (Note: Not all equipment can be unracked from its enclosure, including tape libraries and some specialized vendor-owned systems.) Individual orders may specify separate transport for primary and backup components of IT systems. Operators of transport vehicles shall be appropriately trained, certified, and licensed to operate the vehicles. If driving time/distance requirements exceed those allowable by the Hours of Service (HOS) regulations promulgated by the Federal Motor Carrier Safety Association (FMCSA), the Contractor shall plan accordingly to provide necessary crew rest as well as to meet the delivery timeline requirements of a Government-issued Order. A summary of the HOS regulations is located at the FMCSA website. Relocation of equipment may require specialized handling and security during transport, including the potential for continuous supervision of security-sealed transport containers. Identification of specific practices to achieve the required levels of security will be an evaluation factor in any solicitation. Where specified sensitive information (PII and/or PHI) exists on sensitive IT equipment being relocated, the Government will be required to maintain visual contact with the equipment and containers (e.g. transport vehicles) being used to relocate it. Vehicle transports shall be security sealed in the presence of a designated Government POC at the starting location and unsealed only in the presence of a designated Government POC at the finishing location. An inventory of the equipment located in each sealed transport shall be compared at each end by the Government POCs to ensure 100% accountability. Packaging The Contractor shall provide start-to-end physical protection for all relocated equipment. Equipment shall be correctly secured to prevent tipping, falls, and other conditions that could cause physical harm. Tilt/tip and shock indicators shall be used where appropriate. All equipment relocated by the Contractor shall be appropriately packaged so as to avoid damage to the equipment. Protection shall take into account specific attributes of the equipment being moved; for example, anti-static packaging is required for the protection of sensitive IT and medical equipment, in addition to other packaging elements used for cushioning to prevent physical damage during handling and transport. In general, sensitive equipment subject to relocation in ROSE services shall not require special crating or boxing for individual equipment. The majority of equipment anticipated will not require inertial dampening or individual, specialized isolation from other equipment. Some medical devices and components of medical devices may require special crating or boxing in order to be moved without a reasonable risk of physical damage. When special packaging or handling is required for sensitive equipment, it shall be identified by the Government in the solicitation for the BPA order. Cleanliness Services provided by the vendor at losing and receiving sites shall include detailed cleanup, including the removal of all equipment and materials used to provide the relocation services, and leave the facilities in the same or better cleanliness and organization state than they start in. Refuse shall be disposed of offsite (not in Government facility refuse or recycling receptacles). Performance Objectives and Thresholds for this requirement are shown below. Performance Objective Performance Threshold Relocation Plan Coordinated. Plans are developed in conjunction with losing and gaining site staff and assigned project manager. Plans are technically reasonable, meet the goals of the order, and can be accomplished on the proposed schedule. No deviations are acceptable. Periodic Coordination Conducted. Weekly or more frequent coordination and informal status reports delivered to the project manager. Daily or more frequent coordination with local site personnel during relocations. No deviations are acceptable. Undamaged Equipment. Sensitive equipment relocated in orders arrives at final location in operational condition, with no visible or hidden damage resulting from Contractor services. No deviations are acceptable. Deliverables Deliverable Format Periodicity Distribution Relocation Plan Electronic, vendor format. As necessary A The relocation plan for each order shall include technical, cost, and schedule information developed by the Contractor in response to requests for quote by the contracting office. THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. If your organization has the potential capacity to perform these contract services, please provide the following information: Organization name, address, email address, website address, telephone number, business size, NAICS code; DUNS, SIN Category and GSA Schedule (if applicable); and Tailored capability statements addressing the particulars of this nationwide effort, with appropriate documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements in detail, to show how such partners could and would be used in specific scenarios. [Note: In accordance with FAR 10.001(b), agencies should not request potential sources to submit more than the minimum information necessary.] The government will evaluate market information to ascertain potential market capacity to Provide nationwide services consistent in scope and scale with those described in this notice and otherwise anticipated; Secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements; Implement a successful project management plan that includes: compliance with tight program schedules; cost containment; meeting and tracking performance; hiring and retention of key personnel and risk mitigation; and Provide nationwide services under a performance based service acquisition contract. In addition to providing a capability statement as discussed above, a series of questions regarding capability must be answered.  Please ensure the question number is referenced within the RFI response. Below are the capability questions: What are your organization s experience with and capabilities for relocating IT equipment nationwide? If you cannot provide nationwide services, in what states can you services? Based on your experience, does your company have the resources to provide these services for multiple projects nationwide? If you cannot provide services for multiple projects nationwide, what states can you service? Does your company have the expertise/competency depth necessary to maintain quality personnel to relocate equipment in short turnaround times? Can your company accomplish these services solely or would you subcontract and/or partner with another company? How do you structure pricing for relocation services? Be specific and include a sample invoice for a relocation involving similar services. What is the industry standard for mileage reimbursement on such requirements? Is this typically a separate charge or is it included in the overall pricing? What is your familiarity and experience with white glove relocations of sensitive IT equipment? What industry best practices for these specialized types of relocation services are necessary to ensure the safe delivery of Government equipment? Are there any additional tasks that you envision for this requirement? Are there labor categories other than mover, driver, and project manager that you envision for this requirement? Is the best NAICS code for this requirement 484210 (Trucking used household, office, or institutional furniture and equipment)? If not, please explain. STRUCTURE AND SUBMISSION OF RESPONSES Contractors should respond to this RFI by Wednesday, February 01, 2017 by 12:00 PM ET via e-mail to
[email protected] and
[email protected]. Limit all responses to 15 pages.         Â