J-7 Attachment VII LAN Relocation Scenario.doc

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Attachment VII – LAN Relocation Scenario

LAN RELOCATION SCENARIO

SSA has approximately 1800 offices. These include SSA central offices, field offices, Office of Disability and Adjudication Review and the State Disability Determination System located within the continental United States (CONUS) and islands outside the continental United States (OCONUS).

These offices are leased by the Government and as leases expire, SSA is required to find another site to conduct public business. On average, SSA relocates approximately 150 offices per year. SSA also has Emergency relocations and New LAN installations. The Emergency installations are due to environmental building problems such as water damage, fire, electrical, etc., and weather related problems such as floods, or storm related problems such as a structural problem as cased by hurricanes. New LAN installations are done to provide a new office to the public. The essential difference between these two activities is the vendor notification lead times.

The normal lead time given to a relocation contractor is 30 days. This applies to regular and new LAN relocations. Emergency LAN relocations occur with little or no lead times. In the event of a new LAN, SSA will send the required LAN equipment to the new site and the contractor is not required to ship equipment to the new site.

If SSA requires shipping of equipment to emergency or new LAN sites, SSA may ask the relocations vendor to perform this activity. If so, this action would be performed via a task order based on an hourly rate.

The distances between SSA offices are normally within the same city, and in most cases less then 50 miles from the existing location. SSA used facilities range from a single trailer to a multi-story building, resulting in various access constraints. Building information, relocation logistics and other relocation data is provided to the relocation contractor in weekly status reports (emails) provided by SSA’s LAN relocation team. Additional information is provided by the actual relocation checklist provided for each relocation activity and the accompanying SSA and relocation contractor conference calls.

Equipment relocated in SSA LAN relocations consist of, but is not limited to, the following devices:

Workstation processor, keyboard, mouse, local printer, desktop scanner, and dual monitors and at times, a VoIP telephone. These items collectively are considered 1 workstation and count as a single LAN drop.

Employees with Disability (EWD )workstations may have special monitors and/or printers or other adaptive units. These are also considered as a single LAN drop.

Each Network Printer is a single LAN drop per printer.

Each Secure Printer is considered as a single LAN drop.

Network File Servers: each file server is a single LAN drop.

Ethernet switches: each switch is a single LAN drop.

Network Routers: each router is a single LAN drop.

LAN cabinets or 4-post LAN racks are considered as separate LAN drops.

For example, the following equipment for relocation would be counted as LAN drops for the purpose of billing.

Workstations 50

50 drops

EWD 2 2 drops

Servers 2

2 drops

Cabinets 3 3 drops

Routers 2 2 drops

Switches 3 3 drops

Secure Ptr

Network Ptr 11 11 drops

Local Printers

75 components equal 73 LAN drops Relocation costs are arranged by the number of total drops and range from 15 to 150 drops. In the event there are more then 150 drops (for example 195 drops), the contractor would add the cost counts for 150 plus the cost for the range of 31 to 45 drops, which added together equal 195 drops.

Relocation activities for normal relocations occur over periods covering the weekends. Most relocations take place from Thursday through Monday, with the vast majority occurring between Friday and Monday.

The relocation scenario process is as followed:

Thursday or Friday

· Relocation contractor verifies that the LAN equipment is operational - this includes the individual workstations.

· The LAN components (LAN rack, file serves, switches, etc.) are deinstalled and prepared for shipment to the new location. The LAN relocation contractor provides all packing supplies and transportation.

· The workstations and associated components are deinstalled and prepared for shipment.

· The LAN equipment is trucked to the new location.

Saturday

· New site - Building prep is the reasonability of the Building Manager - this includes the cabling, electrical and other related activities.

· Office furniture – Movement of office furniture to the new location is performed by another vendor. Furniture is deinstalled following the removal of workstation LAN equipment at the original site. It is then shipped to the new location to be reinstalled. Following this reinstallation, the LAN workstations can be installed. In the interim, the LAN room components can be installed.

Sunday

· Complete LAN installation and testing.

· Normally Sunday afternoon or evening connectivity testing is performed with the local telephone company as well as a LAN connectivity test between the relocated site and SSA headquarters or Remote Operation Control Centers. This is a joint effort between multiple SSA components and vendors.

Monday

· This is a mandatory 1-day test and acceptance day for the LAN relocation contractor. This ensures that all of the LAN components are fully operational and that no equipment was damaged during the relocation activity.

Note: Relocation sizes vary as well as the time required for reinstallations.

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