Amendment 6 - Questions-responses.doc

RFP No. SSA-RFP-10-1010

Amendment 6 dated November 25, 2009

The Social Security Administration is issuing amendment 6 to solicitation SSA-RFP-10-1010 to include the following responses to questions that were submitted.

Q1. How many server racks, routers, components, diagnostic PC Systems are in each server room to be relocated for 1-15 LAN Drops, 16 – 30 Drops etc.?

A1. It varies by office however SSA has provided Attachment VIII – Sample Work Order and Attachment IX – Workstation Checklist that provides an example of how much equipment may be relocated.

Q2. How many drops are supported by one LAN Server?

A2. The number of drop varies.

Q3. We have having a difficult time differentiating what is the Packaging, Shipping, Moving and Unpacking portion of the requirement? We understand all this to be part of Shipping and priced separately. Is that correct? If not please explain.

A3. That is incorrect. Shipping/Transportation costs DO NOT include packing and unpacking. SSA will reimburse the Contractor the actual shipping/transportation cost incurred which is the method of transportation that the contractor may use to transport the equipment from one destination to another. Packing and Unpacking is included in the firm-fixed price for LAN drops and Workstation relocations.

SSA has revised the pricing table to include a firm-fixed price for loading and unloading (moving) equipment in TABLE B-3 UNIT PRICE TABLE - LOADING/UNLOADING EQUIPMENT. Please refer to Section B-2.11 and B-2.12 of the solicitation document SSA-RFP-10-1010 amendment 6 for details. Moving which is also known as unloading and loading is a cost that is captured in Table B-3 for the Workstations and LAN drops at a firm-fixed price.

Q4. What are the Information Technology (IT) portion of the tasks such as de-installation, re-installation of LAN and Workstations (connecting the workstations, making LAN operational, testing, updates, configurations etc.? Are these the LAN Drops being referred to in the pricing table and the proposal?

A4. LAN drops are physical drops which include all the equipment and are priced as listed in the Pricing Table. See J-1 Attachment I– Pricing Table.

Q5. In our mind the IT tasks do not include packing, moving, shipping, unloading and un-packing of equipment. It means configuration of the LAN and Workstations. These are priced per Unit of LAN Drop. Is this understanding correct? If not please clarify.

A5. Packing and Unpacking is included in the firm-fixed price for LAN drops and Workstation Relocations in Table B-1 and B-2. SSA has revised the pricing table to include a firm-fixed price for loading and unloading equipment in TABLE B-3 UNIT PRICE TABLE - LOADING/UNLOADING EQUIPMENT. Please refer to Section B-2.11 and B-2.12 of the solicitation document SSA-RFP-10-1010 amendment 6 for details. Moving which is also known as unloading and loading is a cost that is captured in Table B-3 for the Workstations and LAN drops at a firm-fixed price.

Q6. What all is included in relocation of the LAN? Is the physically move of the LAN components – servers, LAN cabinets, file servers, bridges, routers, switches, patch panels, printers with stands etc. from building A to Building B – the Shipping costs that are billed separately? Ditto with costs for laying the Cables?

A6. Relocation consist of "IT Tasks" and transportation of all of the components. Another vendor takes care of the cabling. In the rare case that the cables are not covered by another vendor, a task order would be issued to cover the cost of the cabling.

Q7. LAN Drops - we understand that the Server and LAN equipment will already be at the new worksite – vendor is to make operational the LAN Drops. Is this correct?

A7. LAN drops are network connections. Relocation activities are activities to move equipment from Point A to Point B and making sure the LANs/Workstations are operational at Point B. If you are referring to Emergency LANs or New LANs, the government will pre-ship the equipment to the new location. The vendor will be required to install the New LAN/Emergency LAN at the new location.

Q8. In the Pricing Tables - Workstation Relocations (Standard Workstation) are marked by **** and Unit of Measure is “Each”. However, on the last page of the Pricing Tables **** are designated as “Estimated hours – 120”. Which one is it? Hours or Units of Workstations? Table B-2 of Pricing Table J-1 - the **** for Workstations should be the # of units - not hours. The **** for Estimated Hours - 120 is correct.

A8. The workstation relocations unit of measure is “each”. Attached is a revised Pricing Table that reflects the change.

Q9. Please describe what is meant by Emergency New LAN Installation? Will the GFE including Servers, Workstations etc have all the required software and configured and tested to be at operational status prior to the Installation?

A9. Yes - The GFE will include servers, workstations, etc. GFE will have all the required software configured and will be tested prior to installation. Please see Section C.3.4 for explanation. Emergency LAN is a LAN installation with little or no lead time due to an emergency situation.

Q10. Clarify is the GFE will be at the site of Installation for Emergency New LAN Installations or is the Vendor expected to pick the GFE from somewhere (if so where?, transport it to the site and then install it?

A10. The GFE will be at the Emergency/New LAN installation site. In the rare case that the vendor is required to relocate the GFE, a task order would be issued for the cost.

Q11. The pricing for LAN relocation is a fixed price that includes variable costs that are hard to calculate per relocation. The SSA has indicated that some of the unknowns will be answered in the 4-6 month projection, 30 day prior, and site survey meetings. Will these unknown items with additional costs then be reimbursed? If so, what unknown specific items will be reimbursed that are not part of the fixed price?

A11. The "unknown" is the exact transportation cost which is reimbursable. Transportation is the only variable cost that is based on equipment count, date and distance. The transportation cost for the relocation will be reimbursed. The fixed cost related to LAN relocation is based on the drop count. This count is determined from the work order when it is issued.

Q12. Do we need to include anything about the cost for shipping/moving the LAN equipment? The statement below specifies that shipping cost are to be a separate line item. The questions on the pricing page seem to be directly related to the LAN Deinstallation/Reinstallation, not the physical move of this equipment?

A12. Table B-1 for Item Numbers LR01 – LR08, the fixed prices for LAN relocations. Relocation is defined as the de-installation and reinstallation of a LAN (including all LAN connections) and bringing the LAN to an operational status. All services shall be priced on a fixed-price-per-LAN basis (not hourly rates), and shall include, but not be limited to, all labor, travel costs, material, parts, packaging, trash removal, other costs, overhead, G&A and profit. Shipping costs and cabling costs, however, are excluded. The Government shall reimburse the Contractor the actual shipping cost incurred. The shipping cost shall be a separate line item on an invoice. Shipping cost shall be limited to the costs for pick-up, transport and delivery from the existing location to a new location, (different building). Reimbursable shipping cost excludes preparation for shipment and unpackaging. Cabling effort, if required, will be separately priced outside of the relocation unit price. SSA is not requesting that the contractor provide the shipping costs because the cost will be reimbursed.

Q13. Can you please clarify so we can price this properly. We are having a difficult time figuring out what the difference is between various LAN relocations/deinstallation/reinstallations. Are these all just LAN relocations? What is the difference since GFE is provided and all that the contract needs to do is de-install and re-install the LAN’s?

A13. SSA has renamed Table B-2 in Attachment I – Pricing Table to read “Table B-2 Unit Price Table including Voice Over Internet Protocol Phones. Listed below is further clarifications:

B-2.1 LAN RELOCATIONS – DEINSTALLATION/ REINSTALLATION (TABLE B-1 LR01 – LR16)

For LAN Relocations the Table B-1 consists of 2 sub-parts - With 30+ Days Notice and With 14 to 29 Days Notice. LR01 - LR08 are for With 30+ Days Notice while LR09 - LR16 are for With 14 to 29 Days Notice. The relocation will NOT include a VIOP phone.

B-2.4 INITIAL (NEW) LAN INSTALLATION DURING NORMAL AND OUTSIDE NORMAL BUSINESS HOURS (TABLE B-1 ILI01-ILI16)

For Initial (New) LAN Installation the Table B-1 consists of 2 sub-parts - During Normal Business Hours and Outside Normal Business Hours. ILI01 - ILI08 are for During Normal Business Hours while ILI09 - ILI16 are for Outside Normal Business Hours. The relocation will NOT include a VIOP phone.

B-2.5 EMERGENCY NEW LAN INSTALLATION DURING NORMAL – AND OUTSIDE NORMAL BUSINESS HOURS (TABLE B-1 ELI01-ELI16)

For Emergency New LAN Installations the Table B-1 consists of 2 sub-parts - During Normal Business Hours and Outside Normal Business Hours. ELI01 - ELI08 are for During Normal Business Hours while ELI09 - ELI16 are for Outside Normal Business Hours. The relocation will NOT include a VIOP phone.

B-2.6 LAN RELOCATIONS – DEINSTALLATION/ REINSTALLATION INCLUDING VOIP PHONES (TABLE B-2 LR01- LR09)

For LAN Relocations Including VOIP Phones the Table B-2 consists of 2 sub-parts - With 30+ Days Notice and With 14 to 29 Days Notice. LR01 - LR08 are for With 30+ Days Notice while LR09 - LR16 are for With 14 to 29 Days Notice. The relocation WILL include a VIOP phone.

B-2.9 INITIAL (NEW) LAN INSTALLATION DURING NORMAL AND OUTSIDE NORMAL BUSINESS HOURS INCLUDING VOIP PHONES (TABLE B-2 ILI01-ILI16)

For Initial (New) LAN Installation Including VOIP Phones the Table B-2 consists of 2 sub-parts - During Normal Business Hours and Outside Normal Business Hours. ILI01 - ILI08 are for During Normal Business Hours while ILI09 - ILI16 are for Outside Normal Business Hours. The relocation WILL include a VIOP phone.

B-2.10 EMERGENCY NEW LAN INSTALLATION DURING NORMAL – AND OUTSIDE NORMAL BUSINESS HOURS INCLUDING VOIP PHONES (TABLE B-2 ELI01-ELI16)

For Emergency New LAN Installations Including VOIP Phones the Table B-2 consists of 2 sub-parts - During Normal Business Hours and Outside Normal Business Hours. ELI01 - ELI08 are for During Normal Business Hours while ELI09 - ELI16 are for Outside Normal Business Hours. The relocation WILL include a VIOP phone.

Q14. Can you please clarify so we can price this properly. We are having difficulty figuring out the difference between

B-2.2 WORKSTATION RELOCATIONS-STANDALONE WORKSTATIONS ( TABLE B-1 WR01)

B-2.7 WORKSTATION RELOCATIONS (TABLE B-2 WR01)

A14. B-2.2 WORKSTATION RELOCATIONS-STANDALONE WORKSTATIONS ( TABLE B-1 WR01) does not include VOIP phone. SSA is not requiring the contractor to relocate VOIP phones with workstation relocations. SSA has removed in its entirety B-2.7 WORKSTATION RELOCATIONS (TABLE B-2 WR01).

Q15. Can you please clarify so we can price this properly. We are having difficulty figuring out the difference between

B-2.8 MISCELLANEOUS RELOCATION TASKS HOURLY PRICING (TABLE B-2 TO01-TO04)

B-2.3 MISCELLANEOUS RELOCATION TASKS HOURLY PRICING (TABLE B-1 TO01 – TO04)

A15. SSA has renamed Miscellaneous Relocation Tasks Hourly Pricing (Table B-2 TO01-TO04) to read “Miscellaneous Relocations including VOIP Tasks Hourly Pricing” Listed below are further clarifications:

B-2.8 MISCELLANEOUS RELOCATION TASKS HOURLY PRICING (TABLE B-2 TO01-TO04) will include a VIOP phone B-2.8 MISCELLANEOUS RELOCATION TASKS HOURLY PRICING (TABLE B-2 TO01-TO04) will NOT include a VIOP phone.

Q16. Sections “C-3.1 a) The relocation shall consist of certificating that existing equipment is operational prior to performing the relocation at no additional cost to the Government, de-installation, packing, shipping, reinstalling of LANs, bringing equipment back up into working order and proper disposal of packing material” How can a contractor provide this at no additional cost to Government?

A16. The word "certificating" has been changed to "verifying." Please review the revised RFP (SSA-RFP-10-1010) for the changes.

Q17. C-3.1 e) “When mutually agreed upon and in lieu of site survey the Contractor must participate in a conference call with SSA Relocation Personnel, at least once weekly. This shall be provided at no additional cost to the Government.” How can a contractor provide this at no additional cost to Government?

A17. SSA consider this a part of contract management.

Q18. C-3.3 “shall certify in writing that the existing equipment is operational prior to shipment at no additional cost to the Government.” How can a contractor provide this at no additional cost to Government?

A18. The word "certify" has been changed to "verify." The contractor should verify that equipment is operational prior to shipment.

Q19. 3.4.2.g.10 “10) Provide seismic bracing where required by State or Local regulations. This shall be provided at no additional cost to the Government.” Sesmic bracing costs anywhere from $15,000 to $75,000. How can a contractor provide this at no additional cost to Government?

A19. SSA has revised Attachment I - Pricing Table B-1 to include SB01 - Seismic Bracing. Seismic bracing includes LAN Room equipment and is applicable to the states of Washington, Oregon and California.

Q20. C-6.1 Acceptable Quality Performance Levels states several performance metric at are at 99% of accuracy. We are not sure how any vendor can ever achieve 99% accuracy in providing relocation services. Sometimes things take longer than anticipated. Systems take longer to reconfigure then initially anticipated. Its not a perfect science. We believe with those type metric the vendor is being setup to fail. That is not the intend of SSA. We ask these be re-evaluated and revised.

A20. SSA is unable to revise the statement of work and deems 99% accuracy has a acceptable performance level for the contractor.

Q21. Please explain the components of what constitutes “Shipping Costs” that are to billed separately and are outside the FFP?

A20. Shipping costs also know as transportation costs are part of the transportation requirement. Shipping/Transportation costs include the method of transportation that the contractor may use to transport the equipment from one destination to another. Shipping/Transportation costs are a separate line item and will be reimbursed.

Q22. The Solicitation asks for repair or replacement of damaged equipment. Since this is a firm fixed price quote vendors need to know the exact pricing of the equipment to be move so we can price the liability insurance and costs for replacement. We will also need to price labor with specific skills required to repair the specific make/model of the damaged hardware.

A22. SSA is providing a generalized list and is NOT all inclusive. Relocation may consist of any of the following.

Workstation A workstation could include:

· HP PC

· DELL 1710 Stand-alone Printer

· 2 HP L1950g monitors

· Cherry Keyboard

· HP Mouse Keyboard

· Adesso or Cherry Scanner

· Visioneer strobe XP200

· These could be either single sheet or multiple sheet scanners.

Monitors

· Color Display - SVGA

· Color Flat Panel LCD 17", 19", 21"

· These could be either NEC, Dell, HP, Phillips or Samsung

· NEC AccuSync LCD7V

· HP L1950g

· Samsung SyncMaster940Be Printers

· Dell 1710

· HP Deskjet5650

· Lexmark

· HP L7680 All-in-one PCs

· 1,000 MHz - 6.0 GHz

· These could be Dell or HP Network Printers

· Laser Printers 15 - 50 ppm

· Printer/Fax/Scanner by Speed up to 35ppm

· Lexmark C762

· HP L7680 All-in-one Routers

· Cisco 2612, 3745, 3825, 7260VXR Switches

· Cisco C3550-12G, C3550-24, C3750-24P, C3750-48P Servers

· Dell 1300, 2500, 2600, 2800,2850, 4200, 4400, 6300, 6400

· HP NetSvr LS (D3609A), LH (D4838A)

Q23. B-2.5 EMERGENCY NEW LAN INSTALLATION - Since this will not be a relocation in industry terms this is “LAN in a can” how will that work? Will SSA provide us all the required equipment at the site, fully configured and loaded with the required software and fully functional such that vendor needs to install it? If not please specify in detail what will be involved in Emergency new LAN installation vs. new LAN installation vs LAN relocation.

A23. Yes, SSA will provide the required equipment at the site.

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