Questions Answers_FF-E.docx

Questions & Answers RFI FE-16-RFI-FF&E

1. What form of contract is the FEC anticipating?

· This prospective vendor would suggest a Firm Fixed Price contract with a NTE cap on the FF&E purchases and Travel

· Will the FEC be using a GSA Schedule contract for this project?

The contract type will be FFP. The FEC is not sure yet regarding the procurement vehicle.

2. A pre-proposal site visit would be very useful; will the FEC schedule such a visit quickly after release of the final RFP?

YES

3. Please confirm that the FEC is seeking an electronic submittal of a proposal and quote?

No. This RFI was issued to obtain information and to aid the FEC in its planning efforts. (Please see the Note section of the RFI.)

4. Executive Order 13514 has been replaced with EO 13693. Does the FEC request compliance with the stipulated Executive Order or its replacement?

Whatever the latest guidance is when the RFP is due.

5. What is the FEC’s Policy on FF&E retention/reutilization?

· Typical criteria might include:

· Condition

· Structure

· Age

· Value All of those criteria should be considered.

6. What is the Life-cycle for desktop computers? How is it managed?

Three years, one third of the commission’s desktop computers are replaced each year.

7. What is the budget for this Project?

Budgetary information is confidential.

8. Please confirm that the “Design & Intent” drawings are to be submitted as CAD (electronically or printed?)

Electronic and printed

· Is there a specific compatibility requirement for the CAD deliverable?

TBD

9. Will the FEC or another Agency (ex: GSA) provide for the physical disposition of the FF&E not being re-utilized?

· Or will the Contractor be responsible?

· Or perhaps a shared responsibility based upon a condition value?

When the RFP is issued, we will most likely ask for an optional line item for the physical disposition of items not be re-utilized. Since it is all government property, disposal will be in accordance with GSA regs.

10. In vacating current space, will cabling be required to be removed? Will the Contractor be responsible for the turnover of the vacated space? If so, what are the stipulations for a successful execution? Examples might include:

· Remove all temporary structures, and devices, including walls and carpets

· Expectations for cleanliness

· Inspection by building owner and/or GSA PBS

· Scruff marks on floor and walls

· Restoration to original condition

TBD

11. Please provide an electronic copy of the FEC’s existing Property Asset inventory

· How does the FEC track property? For example, is there a Master Hand Receipt with sub-hand receipts?

· Does the FEC use asset tags? If so, with a scanable bar code or RFID tag?

This information may be available at the time of RFP issuance.

12. Will there be any restrictions on market sources for FF&E?

· Typically, in this vendor’s experience open market will produce better pricing than using sources such as Federal prisons and GSA Schedules This will be a GSA schedule competition

13. Will the FEC utilize VOIP and a complete wireless system for telecommunications and office equipment?

· If the facility is to be equipped with a Wireless capability, who will install WAPS?

TBD after site selection

14. If the recommendation and subsequent approval is received to upgrade IT equipment, will such items be procured by the FEC or the contractor?

· Same question for the telecommunications equipment Any purchase of IT or communication equipment will be the responsibility of the FEC.

15. What IT and related items will be moved to new locations? (i.e. switches, routers, desktops, phones, projectors, TVs, cameras…)

· Who will move and prepare telecommunications related technology?

The actual items to be moved versus purchased are TBD. Moving. Packing, and prepping is the responsibility of the contractor, see paragraph 3.5 of the RFI.

16. Is there leased equipment that has to be relocated? If so, who will have the responsibility?

Packing, prepping and moving of equipment will be the responsibility of the contractor, whether leased or owned, see RFI. Contractor, FEC and lessor of equipment will coordinate moving of leased equipment.

17. Who will be the IM/IT point of contact?

TBD. Will be announced after selection of contractor is made.

18. Will Telecommunications Rooms (TRs) be available prior to relocation?

· How is access to TRs and server rooms controlled?

Access to all necessary spaces will be provided to the selected contractor after award.

19. Who will be Information Security POC if needed?

Will be provided after award.

20. Can Task 4.4 be met by the availability of a contractor provided, project-specific SharePoint location?

· Will such a service sufficient to facilitate the electronic transmission of deliverable documents?

The FEC is expecting contractors to propose their solution to meeting all tasks.

21. Please provide an electronic copy of the IT Server layout and related support documentation Necessary supporting documentation will be provided with the RFP.

22. What Low Voltage Systems, in addition to the HSPD-12 Access and Surveillance System, are to be designed (or relocated) and who is responsible for installation and testing? For example:

· Public Address and Mass Notification System

· Building Distribution (voice and data)

· Closed Circuit Television / Building Security

· Network devices (Switches, patch panels, equipment racks) All TBD once site is selected. Task 3.2 will require the contractor to prepare the POR, and the POR is expected to address those specific needs.

23. Will the low voltage networks be tested and operational prior to relocation?

· Who will be responsible for reviewing test results for Low Voltage Systems?

The installation of those systems, if required after site selection, will be responsibility of the contractor.

24. What is the lead time for telephone service requests to the provider?

· Who is the telephone and internet provider?

· How will telephone requests be generated?

The planning of these processes are requested in the statement of work, and will be jointly coordinated between the contractor and the government.

25. The requirement for a surveillance system requires the delivery and installation of optimally positioned cameras; are there additional cameras that will be installed? If so, are the two configurations to be integrated?

TBD after site selection.

26. Is the signage requirement for internal (within the office) space or does it include signage external to the building?

Both

27. What version of the MS Office Suite is required for documents to be delivered?

Electronic format of the deliverables to be proposed by prospective contractors

28. There are five Directorates identified in the background, is there a sub-hierarchy that needs to be considered for information gathering and programming requirements associated with the POR?

Yes. Detailed organizational structure to be provided with documentation package with the RFP.

29. What is the timeline for completion of the POR?

TBD. The POR is anticipated to be the first deliverable after the project plan, in time to support the DIDs.

30. Are there any specialty spaces that need to be considered as part of the POR?

Will be addressed at the time of RFP issuance.

31. Is the intent to procure new systems furniture for open offices and reuse as much as possible all existing furniture for offices, specialty spaces including server rooms, conference rooms, file rooms, breakout areas?

All of the above. We are expecting the selected contractor to make recommendations, based upon their unique knowledge in performing these type of services.

32. Does the agency expect to establish office standards across the organization or will each Directorate be allowed to establish their own standards for open offices? Private offices?

Each directorate has unique functions that may dictate special consideration. The agency will provide overall guidance and each directorate may fill in gaps.

33. Are there any high-density filing systems that need to be relocated or excessed?

Yes

34. When was the last FF&E inventory completed by the FEC Property Management group? Will the inventory provided be available in an editable format such as Microsoft Access or Excel or will it be provided as a PDF file?

We do an annual inventory of property. The inventory can be provided in any format that is required for success of this project.

35. What level of detail does the FF&E Inventory need to capture?

The selected contractor’s proposal should address the level that is needed for a successful project.

36. Are photos required for the FF&E inventory?

We will let the contractor decide what he needs to complete the task and should be addressed in the proposal.

37. Can the FF&E inventory be completed during normal business hours or is after hour work required?

Both if necessary

38. Will there be a single FEC property officer for this project or will coordination with each directorate’s property officer be required for the disposition effort?

The FEC has a property manager, but an input from the directorate may be required.

39. What type of telephone platform is FEC currently using analog or VoIP? Does FEC plan to reuse their existing phone system or will a new system be deployed during the relocation effort?

We are currently using a VOIP system. We may or may not use the same system, depends on site selection, and other factors which may dictate replacement.

40. Does FEC plan to relocate all existing server equipment and racks or will new equipment be procured and deployed during the relocation effort?

Server equipment is very minimal, since almost all IT equipment is contained and managed at off-site data centers. Most of the IT equipment housed here are switches, routers, and other network equipment to connect with the data center.

41. Is the development of signage wayfinding and numbering to be included under task 7 or is it just agency branding signage?

Both

42. Is there a defined deliverable timeline for the nine deliverables identified in section 5.0 Deliverables?

Once again we are relying on the contractor’s proposal to address a timeline, to meet the lease expiration date of Sept 30, 2017.

43. Does FEC have any restrictions on the number of positions that can move at one time that might drive the relocation schedule?

No

44. Are there any SCIF or secure locations outside of the IT equipment areas that need to be considered as part of the relocation process?

No

45. With the increase in staff and the decrease in (rsf) is there is there a current design/construction plan for the new office build out?

No. This is dependent on site selection.

46. Have you found a space that meets your program plan – we ask because we can provide turn-key services for this space?

No

47. Is there an architect on board for this new program space – so we can align ourselves with the design team?

Not yet, that is what this RFI is for to see what contractors are interested in helping guide us through this process.

48. Are you seeking preconstruction/design-build services for this program?

What we are seeking is presented in the SOW that accompanies this RFI.

49. When do you anticipate to finalize and sign a new lease to meet your September 2017 end of lease date?

Summer 2016

50. Will furniture need to be delivered to GSA’s warehouse in Franconia, VA?

Yes for disposal.

51. What would you like in terms of submission?

We would like an answer to the RFI as to who is interested in taking on the project described by the SOW.

52. Do Design Intent Drawings currently exist?

TBD. GSA will coordinate once site selection is made.

53. Paragraph 7.0 of the RFI requests that interested parties submit a formal response to the RFI by 4:00 p.m. on Thursday, May 26, 2016. Could the FEC provide any further details as to what information is expected as an expression of interest in this RFI?

The information required is addressed in the RFI.

54. Would the FEC consider performing a walkthrough of their existing space prior to the May 26 deadline for a response?

Not for the RFI stage.

55. Will space plans of the new space be made available?

Site selection will not have occurred prior to RFP.

56. Are any FEC employees members of a union? This may affect requirements for workstation and office dimensions, etc.

Yes, approximately 200 of the 350 employees are members of NTEU. The POR, prepared by the contractor should reflect the agency’s requirements.

57. In the RFP stage, will budgetary or actual costs be required for each task? Or will the agency work with the selected firm to develop requirements for the procurement of systems, etc.?

Actual costs for the services of the contractor as asked for in the RFP. Costs for furniture and other equipment pricing will be dependent on the POR. The agency plans to work with the selected contractor in all phases of this project to ensure success.