PD WAN Router IRP - 23Jul2020.docx

WAN IRP WAN Routers and Installation Services TAC Number: VA-20-00052453

PRODUCT DESCRIPTION (PD) TEMPLATE

DEPARTMENT OF VETERANS AFFAIRS

Office of Information & Technology Information & Technology Operations and Services

WAN Infrastructure Readiness Program (IRP) for FY20/22 WAN Routers and Installation Services

Date: July 23, 2020

TAC #: VA-20-00052453

PD Version Number: 2.0

Contents

PRODUCT REQUIREMENTS

Information Technology Operations and Service (ITOPS), operates and maintains Wide Area Networks (WANs) at all VA facilities. The VA Project Team has identified 141 VA facilities and associated remote sites operating with WAN routers that require refresh hardware to meet VA WAN System Baseline requirements. Refresh includes replacement of existing routers and ancillary components of equipment at VA sites and associated remote offices throughout the country. Throughout this document “site” refers to an individual location and “primary facility” refers to the main site and its satellite sites, for example, VA Medical Center (VAMC) and its associated CBOCs. This delivery order (DO) is for delivering WAN routers for VA’s network infrastructure with an optional task for installation, which VA Project Team will execute as needed. This DO does not include maintenance for the routers, since VA has an umbrella Cisco Enterprise Support Agreement (CBCESA) that covers all WAN router network, telephony, unified communications and unified server hardware and software. VA will not pay for 16G of flash in the routers.

The Contractor shall deliver all hardware within 45 days after award. The Cisco brand name equipment is identified in Table 2 – Cisco Brand Name WAN Router Equipment to the VA destinations identified in Table 1, and in accordance with Attachment 01, WAN Delivery Details. Attachment 01 details the components of each router in Table 2.

Table 1 - Cisco Brand Name Equipment Destinations

1.) Cleveland VAMC 10701 East Blvd Cleveland, OH 44106

Attn: Steven J. Gaj 216-791-2300 x 41201 steven.gaj@va.gov

2.) VACO Warehouse 7100 Old Landover Road Building C Landover, MD 20785

Attn: Demetrius Lowery 202-632-9603 Demetrius.lowery@va.gov

Table 2 – Cisco Brand Name WAN Router Equipment

DELIVERY PERIOD

Delivery shall be in accordance with Integrated Master Schedule required in PD paragraph 1.1.2. Optional quantities may be exercised at any time, and from time to time, within 36 months after receipt of award up to the not to exceed maximum quantity.

DELIVERY ORDER KICKOFF MEETING

The Contractor shall conduct a virtual Delivery Order (DO) Kickoff Meeting with the VA Program Team, Contracting Officer (CO), Contract Specialist (CS) within five (5) business days of contract award. The Contractor shall provide a DO Kickoff Meeting Agenda no later than (NLT) two (2) business days prior to the DO Kickoff Meeting to the VA PM, COR, and Contract Specialist. The agenda shall include all topics to be discussed for successful contract execution. The Contractor shall provide DO Kickoff Meeting Minutes NLT three (3) business days after the DO Kickoff Meeting that summarizes the meeting and includes the primary contact information of all parties in attendance.

The VA Project Team will provide the VA Project Team email distribution list to the Contractor at the DO Kickoff Meeting.

For the optional quantities, a kick-off meeting is only needed if requested by the VA PM.

Deliverables:

A. DO Kickoff Meeting Agenda B. DO Kickoff Meeting Minutes

INTEGRATED MASTER SCHEDULE

The Contractor shall create, provide, and maintain an Integrated Master Schedule (IMS) using Microsoft Project that depicts the full scope of the DO and its deliverables. The IMS shall define all project activities and project milestones to include all VA site installations and shall identify task dependencies, estimate task durations, start and completion dates, and include required resources assigned to each task. The IMS shall clearly identify the critical path for each site, as well as identify the critical path for the entire Delivery Order. The IMS shall be a living document. The Contractor shall ensure all changes to the IMS are reviewed and approved by the VA Project Team. The Contractor shall report any changes to the IMS in the Weekly Status Report.

The initial IMS shall be delivered at the DO Kick Off meeting. If optional installation tasks are exercised at time of initial award, the Contractor shall provide a Proposed Installation Schedule as part of the IMS at the DO Kickoff meeting for review and comment by VA Project Team after the meeting. The Contractor shall maintain the IMS using Microsoft Project in near real time. The Contractor shall: generate schedule updates every week that depict planned versus actual program/project performance and critical path and include them in the Weekly Status Report; continuously monitor performance and report any deviation from the IMS to VA Project Team via identified email distribution; and report to the VA Project Team within 24 hour any IMS schedule variance, conduct root cause analysis (RCA) of the variance or impediments with recommended corrective actions as part of the Weekly Status Report. The Contractor shall deliver the IMS in Microsoft Project and Adobe PDF formats.

Deliverable:

A. Integrated Master Schedule (Updated Weekly)

SHIPMENT/DELIVERY REPORT

The Contractor shall provide a Shipment/Delivery Weekly Progress Report that shall identify: the items shipped, the serial number associated with each piece of equipment; the date of each shipment; the status of each shipment; the projected or confirmed date of delivery of each shipment; tracking information; information relative to Government-receipt of the equipment at each delivery site; and the projected/actual dates of each installation. In addition, the Shipment/Delivery Weekly Progress Report shall identify any problems encountered, a description of how the problems were resolved or addressed, and if problems have not been completely resolved, an explanation and status of resolution. Schedule and other changes from the previous Shipment/Delivery Weekly Progress Report shall be highlighted.

The Shipment/Delivery Weekly Progress Report shall be submitted in Microsoft Excel format (.xlxs) and shall clearly identify each serial number of the equipment to be delivered and/or installed with one (1) serial number per spreadsheet cell. The Shipment/Delivery Weekly Progress Report shall be provided weekly, beginning two (2) weeks after DO award. Additionally, the Contractor shall provide a weekly telephonic meeting with the VA Project Team, and any other VA-designated personnel to review the information contained within the Shipment/Delivery Weekly Progress Report.

Deliverable:

A. Shipment/Delivery Weekly Progress Report

OPTIONAL TASKS

ADDITIONAL HARDWARE DELIVERIES (OPTIONAL TASK)

If VA chooses to exercise this optional task, the Contractor shall deliver Cisco brand name equipment not to exceed the quantities in Table 3 to up to the additional 139 VA primary facilities in accordance with Attachment 01. This Optional Task may be exercised multiple times up to the total quantities in Table 3. The Contract shall also update the IMS in accordance with Section 1.1.2 and provide a Shipment/Delivery Weekly Progress Report IAW Section 1.1.3.

Table 3 - Optional Cisco Brand Name WAN Router Equipment

ASSET IMPORT TO VA SERVICE NOW

The Contractor shall deliver a .csv format file for bulk import for the VA Project Team to submit to VA’s Service Now (SNOW) prior to shipping assets. The file shall be provided for each shipment. The file shall include the following fields:

· Vendor

· Manufacturer

· Model

· Description

· Serial number

· Location

· IFCAP PO (provided by VA)

The Contractor shall provide the VA Project Team with a listing of all assets being delivered to VA to include Make, Model, Serial number and location asset is to be shipped. The Contractor shall commence each shipment after receipt of VA authorization to do so.

Deliverable:

A. .csv format file for bulk import to VA’s Service Now (SNOW)

INSTALLATION (OPTIONAL TASK INCLUDING ALL SUBTASKS)

This optional task may be executed, if and when, VA requires WAN router installation and cable reconnecting at one or more sites. Installation services are not required at the VA Denver Staging Center.

Normal business hours are 7:30AM to 4:30PM local time.

If exercised, the Contractor shall provide project management to accomplish the administrative, managerial, logistical, technical, quality assurance/quality improvement, reporting, and security requirements as described in this Product Description. The Contractor shall identify an individual as the primary point of contact for all project issues/concerns/status. The Contractor shall provide Installation services for the WAN routers for the primary facilities and remotely supported sites identified in Attachment 01 and their associated remote locations. The Contractor shall transport all equipment from primary receiving facilities to be installed at remote locations. The Contractor is responsible for any damage incurred during transport.

The Contractor shall submit all Contractor PM team security credentials to the VA Project Team within five (5) business days of the completion of the Site Kickoff Meeting to obtain VA PIV for VA network access. The Contractor’s personnel shall each have an appropriate OEM certification providing requisite knowledge and experience to execute installation services. This includes full knowledge of the switch operating system and OEM tools to execute removal of legacy WAN router hardware and “rack and stack” installation of refresh router.

The Contractor shall provide notification to the VA Project Team 10 business days prior to starting onsite activities using the VA PM Team distribution list. The Contractor shall coordinate site escorts for installation at the Site Kick Off Meeting. The Contractor shall coordinate any activities that disrupt network performance, such as moving cables from old to new WAN router, with the VA Project Team prior to performing them then perform these tasks after normal business hours. Cable Management is not in scope of this DO, however, the Contractor shall restore data cabling to at or better than condition than prior router replacement work. If router failure occurs upon installation, the Contractor shall re-install the old router and coordinate with Cisco Returns Material Authorization (RMA) to have Cisco replace the failed router. The Contractor shall be responsible for providing all materials, tools and services required for installation.

The Contractor shall update the IMS to include the projected and actual dates of the installation tasks and provide the IMS at the Site Kickoff Meeting and identify how any problems encountered during installation shall be resolved or addressed. The Contractor shall include in the Shipment/Delivery Weekly Progress Report: the projected and actual dates of installation; a description of any problems encountered during installation and how they were resolved/addressed; and, if problems have not been completely resolved, an explanation and status of resolution.

The Contractor shall:

· Unbox all equipment as directed by each individual facility. Services shall include Contractor unpacking and removing, per facility direction, of dunnage/packaging.

· Provide carts required for installers to move WAN routers from staging areas to installation areas and other locations as needed in the execution of this contract.

· Remove or retain packaging/dunnage related to the unboxing of WAN routers. Disposal shall be at the direction of the site technical representative to either:

· Place removed switches in boxes and transport to designated location at facility

· Dispose of boxes.

· Transport and prepare boxes to designated compaction/recycling center on facility premises.

Deliverable:

A. Contractor PM Team Security Credentials (for VA PIV for Contractor PM)

ENVIRONMENT, SAFETY AND SECURITY

The Contractor shall adhere to the following items in efforts for environmental, safety and security concerns:

1. Occupational Safety and Health Administration (OSHA) Training requirements: 10 hours for all workers.

2. Clean area thoroughly when work has been completed in an area.

3. Keep tools under the control of the installation crews (or locked up) at all times.

4. No personnel can be in the server room or equipment closet without an authorized VA escort.

The Government will provide VA escorts at each facility and access to installation locations. The Government will provide Contractor access to the telecommunications closets. The Contractor shall include in the IMS preparation for facility visit including arrival time and ensuring escorts are available.

The Contractor shall agree to be escorted by VA at all times when at a Government site; keep server rooms and equipment closets closed and locked at all times when not actively in use under the supervision of a VA escort and shall not use any manner of keeping the door open, e.g. propping of doors or taping the lockset. If someone with a VA escort is in the closet, the door may remain open, but if personnel leave the area (even if only to go around the corner), the Contractor shall ensure that the door is closed and locked. The Contractor shall make this a priority since this is a security issue and has the attention of the highest levels within the facility.

The Contractor shall ensure that at all times safety for patients, visitors and employees shall be maintained at the highest priority. Safety cones and OSHA safety standards are to be used. Non-compliance with Safety rules/OSHA regulations will be addressed and corrected immediately. Examples are unattended ladders, cable loops hanging from the ceiling.

REPORTING REQUIREMENTS

The Contractor shall provide Weekly Status Reports which shall be delivered to VA PM Team and Contract Specialist before noon Eastern Standard Time (EST) the day prior to the weekly status meeting or by noon of the first work day of the week if the due date is a Federal holiday. These reports shall include schedule updates and shall cover all work completed during the reporting period and work planned for the subsequent reporting period. These reports shall provide accurate, timely and complete project information supporting status reporting requirements.

The VA Project Team will provide a Weekly Status Report template at time of Delivery Order (DO) Kick Off Meeting. The Weekly Status Report shall include the following data elements:

1. Project Name

2. Reporting period and Contractor POC.

3. Overall high-level assessment of progress

4. A summary of activities completed, in progress, and remaining with an additional column indicating change from the previous report.

5. Identification of any programmatic issues uncovered during the reporting period and highlight those areas with a high probability of impacting schedule, cost or performance goals.

6. Explanation for any unresolved issues, including possible solutions and any actions required of the Government and/or Contractor to resolve or mitigate any identified issue, including a plan and timeframe for resolution

7. Status on previously identified issues, action taken to mitigate the situation and/or progress made in rectifying the situation

8. Activities planned for the subsequent four (4) reporting periods

9. Current schedule overlaid on initial schedule showing any delays or advancement of schedule

10. Workforce staffing data showing all Contractor personnel performing on the effort during the current reporting period.

a. After an initial labor baseline is provided, each weekly Status Report shall identify any changes in staffing, identify each person who was added to the contract or removed from the contract.

11. Original schedule of deliverables and the corresponding deliverables made during the current reporting period

12. Risks and status of Technical Refresh activities

13. Reporting of any Government Furnished Equipment (GFE) assigned to Contractor personnel to include but not be limited to location, user, etc.

The Contractor shall advise the VA Project Team of performance/schedule issues and develop strategies for addressing the issues. The Contractor shall continuously monitor performance and report any deviation from the previous Weekly Status Report to the VA Project Team.

The Contractor shall provide Weekly Status Meetings using VA-based meeting hosting software. During the Weekly Status Meeting, the Contractor shall provide updates based upon Weekly Status Reports. The Contractor shall arrange the day and time for the Weekly Status Meetings with VA Project Team and provide the Weekly Status Meeting Agenda two (2) business day before and the Weekly Status Meeting Minutes one (1) business day after the Weekly Status Meeting to the VA Project Team.

The Contractor shall utilize the VA SharePoint site for all document sharing. The Contractor shall submit all deliverables by uploading them to the VA SharePoint site and email a link to VA Project Team to the uploaded deliverable (i.e. rather than attaching the document to the email message). All deliverables shall have a standardized filename that shall include type of deliverable, document version number, and submission date of the deliverable. The Contractor shall provide to VA Project Team a list of all Contractor personnel requiring access to the VA SharePoint site. The Contractor shall receive the link to the VA SharePoint site from VA Project Team after award.

The Contractor shall ensure all communication conducted via email pertaining to the project conforms to subject line discipline and that all Contractor and subcontractor personnel use the following subject line format:

WAN Router Refresh [xxxxxx]: [THREE LETTER IT AREA IDENTIFIER] – [Main or Sub-Site Name] – Topic

The Contractor shall ensure that the Contractor’s sub-contractor personnel shall only initiate and/or be involved on email correspondence with VA Project Team to the extent determined appropriate by the Contractor in order to facilitate successful contract performance. The Contractor shall ensure sub-contractor personnel shall not initiate email correspondence with VA Project Team unless authorized by the Contractor. Since VA Project Team retains privity of contract with the Contractor only, VA Project Team will assume that any sub-contractor involvement in email correspondence was authorized or approved by the Contractor. Any authorized subcontractor email to VA Project Team shall also include a carbon copy or “cc” to the Contractor PM as an addressee.

Deliverables:

A. Weekly Status Report B. Weekly Status Meeting Agenda C. Weekly Status Meeting Minutes

SITE KICKOFF MEETINGS

When VA requires Contractor site installation, the Contractor shall conduct a virtual Site Kickoff Meeting for each primary facility requiring installation services identified in Attachment 01 – Delivery Details with the VA Project Team, Site POCs, and any additional VA identified participants, between 10 to 30 business days prior to on-site work. The Contractor shall provide a Site Kickoff Meeting Agenda and meeting invitation using VA-based meeting hosting software NLT two business days prior to the Site Kickoff Meeting. The Site Kickoff Meeting shall include a review of the Site Installation Plan and Closet/Room Schedule for the associated site(s), WAN router installation process, and site(s) specific schedule. The Contractor shall provide Site Kickoff Meeting Minutes NLT three business days after the Site Kickoff Meeting that summarizes the meeting and includes the primary contact information of all parties in attendance.

The Contractor shall submit all Contractor site team member names to the VA Project Team within 30 business days prior to on-site activity, for the notifying VA facility security of Contractor personnel requiring access to respective VA facilities.

Deliverables:

A. Site Installation Plan B. Site Kickoff Meeting Agenda C. Site Kickoff Meeting Minutes D. Contractor Site Team Member Roster

TUBERCULOSIS SCREENING

The Contractor shall provide written certification that all Contractor staff assigned to the worksite has had a pre-placement tuberculin screening within 90 calendar days prior to assignment to the worksite and have negative Tuberculosis (TB) screening reactions. The Contractor shall utilize VA provided Contractor TB Skin Test Form for documentation of TB screening. The Contractor shall submit the TB certification electronically either password-protected or encrypted to the Department of Veterans Affairs Program Manager (PM) and Contracting Officer’s Representative (COR) NLT 10 business days prior to Contractor personnel being on-site.

For those that have a prior history of a positive TB skin test, the Contractor shall provide documentation that the individual(s) is/are free from active TB. Documentation shall include a statement documenting that the individual(s) has/have been examined by a physician and has/have been found without evidence of active (infectious) pulmonary TB.

Note: The information required within this Section has the potential to include Protected Health Information (PHI) and/or Personally Identifiable Information (PII). Therefore, the Contractor shall coordinate with the VA Project Team prior to transmitting any PHI and/or PII to ensure adequate and proper safeguards are in place and utilized to send the information.

Deliverable:

A. Tuberculosis Screening Certification

ON-SITE INVENTORY

The Contractor shall perform an on-site inventory of all delivered equipment before the start of required installation services at VA locations designated in accordance with (Attachment 01). The on-site inventory task shall include:

1. Ensuring installation hardware and brackets are accounted for with the new WAN routers to be installed

2. Verifying Serial Number and presence of corresponding VA Asset Management label was applied by logistics on all switches

The Contractor shall ensure, record and report on applicable deliverables, VA-applied asset tags on each WAN router, prior to installation. Reporting shall include at a minimum the switch model, hostname, IP address and serial number. The Contractor shall ensure the machine serial number on the asset tag and container box match. The Contractor shall work with VA asset management group to resolve discrepancies before equipment is installed.

The Contractor shall provide a Site Inventory Report that includes final installation locations for all tagged equipment. The Site Inventory Report shall be delivered NLT five (5) business days after site installation completion. The Contractor shall provide one Site Inventory Report per facility.

Deliverable:

A. Site Inventory Report (one per facility)

ON-SITE INSTALLATION AND SYSTEM TURN-OVER ACTIVITIES

See Attachment 02 for VA’s Installation Checklist template. The Contractor shall complete and perform the Preliminary Steps of the Installation Checklist, then provide an Installation Checklist for signature by VA Project Team or designee and Contractor at completion of site installation. An electronic version of the signed Installation Checklist (in PDF format) shall be provided to VA Project Team upon site install completion.

Upon completion of site installation, VA will validate that installation was performed in accordance with the Installation Checklist and the routers are operational in accordance with VA WAN baseline configuration. VA will sign the installation checklist upon completion of this validation.

After VA validates installation and signs the Installation Checklist, the Contractor shall provide a Turn-Over Meeting with the VA Project Team and Facility Area Manager personnel. The Contractor shall provide the Site Installation Report, Installation Checklist and meeting invitation using VA-based meeting hosting software NLT two business days before the Turn-Over Meeting. At the meeting the Contractor shall present the Site Installation Report including the installation process, lessons learned, and any challenges associated with the installation. The Site Installation Report shall also include site specific details of the initial configuration (i.e. system name and system serial number) as well as the signed Installation Checklist. The Installation Site Report and electronic version of the signed Installation Checklist shall be delivered to the VA Project Team NLT five (5) business days after completion of the site installation.

The Contractor shall provide a copy of the Installation Site Report with the signed Installation Checklist for any installations being invoiced to the VA COR. No invoices will be paid without a fully and properly executed Installation Checklist.

Installation Considerations. Be advised that the VA reserves the right to install some or all of the hardware at any VA location using local staff, as VA deems necessary to meet mission needs. Accordingly, VA will only order, and the Contractor shall only perform/invoice VA for any installation services ordered/rendered.

As the routers and modules specified in this delivery order provide access layer networking capabilities to operational VA facilities, the Contractor should assume the majority of installation services will occur off hours or on weekends outside of standard business hours. However, VA reserves the right to schedule installations during normal business hours on a case-by-case basis when deemed beneficial to VA to do so. Specifics concerning each site’s installation services requirements should be confirmed by the Contractor as part of discussions with the Site POC and the VA Project Team before shipping of equipment to the facility.

Before removal of existing network connections, the Contractor shall affix permanent legible labels to all network cables to be connected to new equipment. The Contractor shall reconnect all network cables to replacement switches per VA direction. The Contractor shall not log onto VA systems for configuration duties. All configuration activities of new equipment shall be performed by VA personnel according to VA WAN System Baseline standard configuration criteria.

During installation, the Contractor shall manage, track, and report to the VA Project Team all issues for replacing inoperative equipment, including Return Material Authorization (RMA) exchanges. Any defective materials shall be repaired or replaced prior to the installation process being signed off as complete. Replaced equipment shall adhere to all new-equipment requirements in this contract and shall not consist of returned, refurbished or gray market goods not sourced via authorized OEM reseller channels. The Site Installation Plan shall be delivered to the VA Project Team and local POCs NLT five (5) business days prior to site kickoff meeting for VA Project Team approval.

The Contractor shall be on-site with VA to ensure all network connectivity is restored. If any discrepancies found during Post-Installation connectivity testing and validation, the Contractor shall correct the discrepancies. Installation terms and conditions include the Contractor working in conjunction with VA personnel to bring the networking gear into a ready state, assisting local site staff with transition from the existing networking gear to the replacement networking gear, and decommissioning and removing the existing gear being retired at the site.

Deliverables:

A. Installation Checklist B. Installation Site Report

NOTICE OF THE FEDERAL ACCESSIBILITY LAW AFFECTING ALL INFORMATION AND COMMUNICATION TECHNOLOGY (ICT) PROCUREMENTS (SECTION 508)

On January 18, 2017, the Architectural and Transportation Barriers Compliance Board (Access Board) revised and updated, in a single rulemaking, standards for electronic and information technology developed, procured, maintained, or used by Federal agencies covered by Section 508 of the Rehabilitation Act of 1973, as well as our guidelines for telecommunications equipment and customer premises equipment covered by Section 255 of the Communications Act of 1934. The revisions and updates to the Section 508-based standards and Section 255-based guidelines are intended to ensure that information and communication technology (ICT) covered by the respective statutes is accessible to and usable by individuals with disabilities.

SECTION 508 – INFORMATION AND COMMUNICATION TECHNOLOGY (ICT) STANDARDS

The Section 508 standards established by the Access Board are incorporated into, and made part of all VA orders, solicitations and purchase orders developed to procure ICT. These standards are found in their entirety at: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines. A printed copy of the standards will be supplied upon request.

Federal agencies must comply with the updated Section 508 Standards beginning on January 18, 2018. The Final Rule as published in the Federal Register is available from the Access Board: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule.

The Contractor shall comply with “508 Chapter 2: Scoping Requirements” for all electronic ICT and content delivered under this contract. Specifically, as appropriate for the technology and its functionality, the Contractor shall comply with the technical standards marked here:

COMPATABILITY WITH ASSISTIVE TECHNOLOGY

The standards do not require installation of specific accessibility-related software or attachment of an assistive technology device. Section 508 requires that ICT be compatible with such software and devices so that ICT can be accessible to and usable by individuals using assistive technology, including but not limited to screen readers, screen magnifiers, and speech recognition software.

ACCEPTANCE AND ACCEPTANCE TESTING

Deliverables resulting from this solicitation will be accepted based in part on satisfaction of the Section 508 Chapter 2: Scoping Requirements standards identified above.

The Government reserves the right to test for Section 508 Compliance before delivery. The Contractor shall be able to demonstrate Section 508 Compliance upon Deliverables resulting from this solicitation will be accepted based in part on satisfaction of the Section 508 Chapter 2: Scoping Requirements standards identified above.

The Government reserves the right to test for Section 508 Compliance before delivery. The Contractor shall be able to demonstrate Section 508 Compliance upon delivery.

INFORMATION TECHNOLOGY USING ENERGY-EFFICIENT PRODUCTS

The Contractor shall comply with Sections 524 and Sections 525 of the Energy Independence and Security Act of 2007; Section 104 of the Energy Policy Act of 2005; Executive Order 13834, “Efficient Federal Operations”, dated May 17, 2018; Executive Order 13221, “Energy-Efficient Standby Power Devices,” dated August 2, 2001; and the Federal Acquisition Regulation (FAR) to provide ENERGY STAR®, Federal Energy Management Program (FEMP) designated, low standby power, and Electronic Product Environmental Assessment Tool (EPEAT) registered products in providing information technology products and/or services.

The Contractor shall ensure that information technology products are procured and/or services are performed with products that meet and/or exceed ENERGY STAR, FEMP designated, low standby power, and EPEAT guidelines. The Contractor shall provide/use products that earn the ENERGY STAR label and meet the ENERGY STAR specifications for energy efficiency. Specifically, the Contractor shall:

1. Provide/use ENERGY STAR products, as specified at www.energystar.gov/products (contains complete product specifications and updated lists of qualifying products).

2. Provide/use the purchasing specifications listed for FEMP designated products at https://www4.eere.energy.gov/femp/requirements/laws_and_requirements/energy_star_and_femp_designated_products_procurement_requirements . The Contractor shall use the low standby power products specified at http://energy.gov/eere/femp/low-standby-power-products.

3. Provide/use EPEAT registered products as specified at www.epeat.net. At a minimum, the Contractor shall acquire EPEAT® Bronze registered products. EPEAT registered products are required to meet the technical specifications of ENERGY STAR, but are not automatically on the ENERGY STAR qualified product lists. The Contractor shall ensure that applicable products are on both the EPEAT Registry and ENERGY STAR Qualified Product Lists.

4. The Contractor shall use these products to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user.

The following is a list of information technology products for which ENERGY STAR, FEMP designated, low standby power, and EPEAT registered products are available:

1. Computer Desktops, Laptops, Notebooks, Displays, Monitors, Integrated Desktop Computers, Workstation Desktops, Thin Clients, Disk Drives

2. Imaging Equipment (Printers, Copiers, Multi-Function Devices, Scanners, Fax Machines, Digital Duplicators, Mailing Machines)

3. Televisions, Multimedia Projectors

This list is continually evolving, and as a result is not all-inclusive.

SHIPMENT OF HARDWARE OR EQUIPMENT

Inspection: Destination Acceptance: Destination Free on Board (FOB): Destination

Ship To and Mark For:

Primary

Alternate

No equipment shall be delivered earlier than six (6) weeks, or less than two (2) weeks, prior to the scheduled install date of the site equipment as designated in the IMS.

Hardware may be invoiced at time of delivery of equipment to VA facility provided it is affirmatively acknowledged as being received undamaged via a Bill of Lading signed by VA personnel. A copy of the signed Bill of Lading shall be provided with every invoice for any shipment included in the invoice.

Default shipping instructions will be to deliver the hardware to the facilities’ warehouse/loading dock during normal business hours. If this will not be the case, special shipping instructions will be provided. The hardware being delivered to the VA facility shall be delivered in shipping units (pallets or other shipping containers) that minimize the storage space required at the facility unless otherwise designated by the fulfillment request in writing. In addition, standard 40x48 or 48x48 pallets shall be used, products shall be stacked to an OEM specified safe stacking height and banded and secured to the pallet for safety.

The Contractor shall notify and obtain concurrence (positive contact) from the site POCs for each delivery site prior to shipping equipment of the base quantities or any optional quantity which is requested as a bulk shipment with a delivery spreadsheet. Prior positive contact ensures the site is prepared for the hardware to arrive. At time of positive contact, the Contractor shall provide the site POC and VA PM the number of shipping units to be utilized in the shipment, the shipping method being utilized, and a final Bill of Materials including serial numbers of all components being shipped (in an Excel spreadsheet). This information will allow VA logistics personnel to prepare in advance for hardware receipt. VA will not be liable for any costs incurred by the Contractor related to rejected or rescheduled deliveries in which the required notification and concurrence process was not adhered to. Following shipment, the Contractor shall provide tracking information to the Site POCs. The subject of all emails confirming shipping details or providing shipping information shall include the IFCAP Purchase Order (PO) number and project title. The following asset management email address shall be carbon copied on all notification email(s):

OITITOPSEUOSQSStrategicOperationsAssetMgmt@va.gov

The Contractor cannot make any changes to the delivery schedule at the request of Site POCs; any changes shall only be authorized by the CO or COR identified herein.

All shipments, either single or multiple container deliveries, shall bear the VA PO number on external shipping labels and associated manifests or packing lists. In the case of multiple container deliveries, a statement readable near the VA PO number shall indicate a total number of containers for the complete shipment (ex. “Package 1 of 2”), clearly readable on manifests and external shipping labels.

Shipment details including tracking numbers, shipping container quantities and serial numbers for fulfillment requests of optional quantities received via ServiceNow shall be provided via electronic data interchange into the VA ServiceNow system as described in the ServiceNow integration section of this document. Positive contact prior to shipment is required for ServiceNow fulfillment requests.

Packing Slips/Labels and Lists shall include the following:

IFCAP PO # (to be completed at time of award) Project Description: WAN Router Network Refresh Total number of Containers: Package ___ of ___. (e.g., Package 1 of 3)

All deliveries shall be coordinated with the POCs identified in the detailed delivery spreadsheets, as revised and provided within 14 days after receipt of the base award or exercise of optional quantities which are designated bulk shipments for which a delivery spreadsheet is provided whichever is applicable, so that the receiving facility can arrange adequate space to receive the inbound bulk shipment.

Invoicing for shipments of the base a requirement shall be made after confirmation of successful receipt and acceptance by the receiving VA facility.

SPECIAL SHIPPING INSTRUCTIONS

Prior to shipping, Contractor shall notify Site POCs, by phone followed by email, of all incoming deliveries including line-by-line details for review of requirements. The Contractor shall not make any changes to the delivery schedule at the request of Site POC.

Contractors shall coordinate deliveries with Site POCs before shipment of WAN routers and ancillary equipment hardware to ensure sites have adequate storage space.

All shipments, either single or multiple container deliveries, shall bear the VA IFCAP Purchase Order number on external shipping labels and associated manifests or packing lists. In the case of multiple container deliveries, a statement readable near the VA IFCAP PO number shall indicate total number of containers for the complete shipment (e.g. “Package 1 of 2”), clearly readable on manifests and external shipping labels.

Packing Slips/Labels and Lists shall also include the following:

IFCAP PO #: ____________ (e.g., 166-E11234 (the IFCAP PO number is located in block #20 of the SF 1449)) Project Description: (e.g. Tier I Lifecycle Refresh)

Total number of Containers: Package ___ of ___. (e.g., Package 1 of 3)

GENERAL REQUIREMENTS

VA TECHNICAL REFERENCE MODEL

The Contractor shall support the VA enterprise management framework. In association with the framework, the Contractor shall comply with OI&T Technical Reference Model (VA TRM). The VA TRM is one component within the overall Enterprise Architecture (EA) that establishes a common vocabulary and structure for describing the information technology used to develop, operate, and maintain enterprise applications. Moreover, the VA TRM, which includes the Standards Profile and Product List, serves as a technology roadmap and tool for supporting OI&T. Architecture & Engineering Services (AES) has overall responsibility for the VA TRM.

POSITION/TASK RISK DESIGNATION LEVEL(S)

In accordance with VA Handbook 0710, Personnel Security and Suitability Program, the position sensitivity and the level of background investigation commensurate with the required level of access for the following tasks within the PWS are:

Table 4 - Position Sensitivity and Background Investigation Requirements by Task Number

The Tasks identified above and the resulting Position Sensitivity and Background Investigation requirements identify, in effect, the Background Investigation requirements for Contractor individuals, based upon the tasks the particular Contractor individual will be working. The submitted Contractor Staff Roster must indicate the required Background Investigation Level for each Contractor individual based upon the tasks the Contractor individual will be working, in accordance with their submitted proposal.

ATTACHMENT 02 - Installation Checklist

Router/Card Installation Checklist

Contractor Technician POC Name and Phone Number:

Install site address:

Install date and time:

WebEx Bridge info:

Down time: Up to 3 hrs.

Back-out Guidance: Up to three hours installation time, Back-out is one hour over.

Router or Card installation Vendor:

Manufacturer:

Description:

Router Model Number:

Router Card Type/Model Number:

Router Serial Number:

IFCAP PO (provided by VA)

Installation Completion

Legacy Router Serial Number:

Contractor Signature and Certifies Project Completion:

Signature Line:_________________________________ Date:___________________

VA Appointed IT Representive

Signature Line:_________________________________ Date:___________________

· On install date CONTRACTOR tech will annotate router/card information model, serial number and perform on-site inventory with VHA staff after OI&T Tier3 have completed their preliminary configuration

· VHA will arrange to provide access to installation site for CONTRACTOR tech

· CONTRACTOR tech will contact the Site AM during normal business hours to confirm access to installation site with VA POC Name and number and any special contact info, e.g. meet at back door to facility, call XXX on arrival, etc.

· CONTRACTOR tech will need to meet the VA POC at the parent location prior to deployment to acquire router/card equipment to be installed at remote site

CONTRACTOR tech and AM

· CONTRACTOR tech will communicate with Tier3 staff prior to installation

· CONTRATOR tech will verify any physical or power limitations prior to installation

· CONTRACTOR tech will box/unbox router or card, replace in existing cabinet/rack and power up with a console connection and verify the VA warning banner is showing and not in ROMMON mode

· CONTRACTOR tech will move over cabling from legacy to new router or replace card depending on installation requirement with Tier3

· CONTRACTOR tech with Tier3 will validate configuration and connectivity

· Contractor has completed all above steps and have communicated with Tier3 and site VHA POC network testing has been completed and acceptable

· Verify and remove legacy equipment in packing box, communicate with AM for equipment turn-in process

CONTRACTOR tech

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