Responses to Questions.doc

RFP No. SSA-RFP-10-1010

Amendment 2 dated October 31, 2009

The Social Security Administration is issuing amendment 2 to solicitation SSA-RFP-10-1010 to include the following responses to questions that were submitted.

Q1. We request an extension of two weeks to submit proposals from the date answers are provided to questions submitted since those answers are required in order for us and others to prepare a responsive and compliant proposal.

A1. SSA is unable to provide a two week extension to submit proposals; however, SSA has extended the due date for proposals to November 16, 2009 at 9:30 a.m. EST.

Q2. C.3-4.2.g.4 states “Convert workstation topology if required.” Please explain what is meant by this?

A2.Workstation topology is SSA network which is Ethernet connection. However, some sites are connected via Virtual Private Network (VPN) . SSA may request the contractor to convert a VPN site to an Ethernet site. SSA would provide all required software and/or hardware associated with this conversion in a task order. A Task Order would be issued to the contractor for this conversion based on an hourly rate. Attached is diagram of a Workstation topology. SSA uses the Star topology.

Q3. C.3-4 .2.g.4 States “Provide seismic bracing where required by State or Local regulations. This shall be provided at no additional cost to the Government.” Please clarify if seismic bracing is to be provided just for the server racks or for each workstation?

A3. This is a site and state specific requirement that will be addressed during a pre-site planning. There are currently three (3) States that require seismic bracing: they are California, Oregon, and Washington State. In most cases the bracing involves equipment in the LAN rack and LAN room. SSA has revised J-1 Attachment 1 – Pricing table to include Seismic bracing.

Q4. There is a cost associated with providing seismic bracing including materials and labor. Why should these materials and labor be provided at “no additional cost to the Government’? This is in violation of the FAR regulations which mandate that Government cannot ask a vendor to provide materials and labor at no cost.

A4. The contractor is not required to provide the materials and labor at no additional cost to the government. Attachment J-1 is revised to allow the contractor to provide a price for seismic bracing.

Q5. C.3-4 .2.g.4 Since this contract is for relocation services will new seismic bracing need to be purchased and installed?

A5. Yes, this is a site and state specific requirement. SSA is only aware of the three (3) States that require seismic bracing.

Q6. C.3-4 .2.g.4 States “Ensure that the SSA or DDS office be fully functional at the regular starting business hours on the Monday morning following the install or as agreed to by both parties in the Installation Order.” No contractor can ensure that SSA or DDS office is fully functional. Maybe you have dysfunctional people or processes. Please clarify what function you refer to by “fully functional”.

A6. The term "fully functional " means a TurnKey operation, meaning that personnel leave an operational office on Friday and return to their new location on Monday, and LAN equipment and desktop computers are fully functioning as before the relocation activity took place. The contractor is expected to have qualified professional personnel supporting SSA relocation activities. If in the event there are building or site prep problems, the relocation company will notify the site LAN coordinator of such problems , i.e., as furniture, power or cabling. A decision will be made at that time to determine any additional actions required by the relocation contractor.

Q7. L-2.3 Volume III – Past Performance and Experience. Our core capability is in Project Management and providing IT, LAN, VoIP, and other computer networking services. We are an 8(a) firm. We can sub the shipping/relocation portion to another company since we do not have shipping/distribution experience or capability. Will our Past Performance and Experience be evaluated as a team or as individual companies?

A7. You must submit Past Performance and Experience Information as individual companies.

Q8. B-2.1 LAN Relocations – Deinstallation/ Reinstallation (Table B-1 LR01 – LR16) “ ……… All services shall be priced on a fixed-price-per-LAN basis (not hourly rates)….” It is impossible to determine how long it takes to “bringing the LAN to an operational status” since it is dependent on so many external factor that can not be effectively controlled such as network reconfiguration, changing server settings, software updates that may take anywhere from a few minutes to several days – the Government is asking vendors to take on undefined risk in performance of this contract by asking for a firm-fixed price instead of cost plus or labor hours price. Please revise this requirement from FFP to labor hour or cost plus. Alternatively provide extensive details, floor plans, number of drops for each relocation during the life of each performance year of the contract so that we can calculate all labor, travel costs, material, parts, packaging, trash removal, other costs and be able to build up to a fixed-price-per-LAN basis pricing.

A8. SSA is unable to change this requirement and this contract t from a FFP type contract. The number of LAN drops as listed in Table B1 are computed by adding the number of Workstations, File Servers, Network Printers, Cabinets, Routers, and Switches. A relocation checklist is provided to the contractor at least 30 days prior to a requested relocation activity. Conference calls are scheduled between the SSA site and the vendor to provide additional information. Most site relocations occur during the weekend, and it is expected that the relocating vendor provide sufficient personnel (based on drop size) to accomplish a relocation within the required time lines.

Q9.B-2.2 same issue as in #8 above. Vendor will loose their shirts by providing a FFP for scope that is not defined in sufficient detail to determinate the scope and complexity to be able to determine the required labor and time to accomplish the task.

A9. The Social Security Administration has previously issued a Firm Fixed price contract for LAN relocation services.

Q10. Section B asks for a FFP. We have no way of determining the travel costs involved to be able to develop a FFP price since we do not know when and which locations the relocation services will be provided. The zones and center locations by themselves are not sufficient to determine the costs without total number of relocations and timeframes for the same. Travel around x’mas for example is lot more expensive than in the middle of Summer. Ofcourse by definition this is an 8(a) Small Business contract and as such no 8(a) Small Business has a CONUS foot print because they are Small business – as such travel will be required across states to support this contact.

A10. SSA has provided a listing all of the SSA site codes locations in attachment III – SSA Sites. A weekly relocation schedule is being provided to the contractor which projects activities with a lead time of approximately 4 to 6 months. Also as stated , most relocations are confined to a 50-mile radius of an existing office.

Q11. Are there instances where some components of a single rack may get relocated and some components of the same rack will stay at the current location?

A11. Yes, this is possible. For example, this would be the case in an upgrade to the switches to allow for a capacity increase. The new or additional LAN rack components would be delivered to the new site and would be installed in conjunction with the relocation activity.

Q12. Modification to the software that includes any upgrades or version changes or new application installation would be priced under the Hourly miscellaneous Relocation Tasks?

A12. Yes, any requested upgrades would be priced using the hourly rate in Task Orders and all software and/or hardware to be added would be provided by SSA.

Q13. Under this contract are we required to resolve issues outside of the relocation efforts that prevent full LAN operation?

A13. Yes, as much as practical. The LAN relocation activity is a turnkey operation. All site preparations should be completed prior to a relocation activity. The pre-site inspection along with the conference call between the SSA Headquarters and the local SSA site should provide sufficient information as to the activities required for that relocation. For example, if you were installing a LAN and part of the site did not have electrical power, your action would be to notify the site ' s LAN Coordinator and advise him/her of that fact.

Q14. Scope of work: It is our understanding that relocations/installations rarely take place over a one day period and in most cases are spread over 4-5 days or week long period due to furniture, electrical and general contracting issues and often require separate trips for the de-installation and reinstallation, is that correct?

A14. Yes, that is correct. Most relocation occur Thursday through Monday.

Q15. Is the contractor’s schedule determined or influenced by other contractors such as furniture installers, and if so, is the relocation contractor required to wait on standby for the completion and certification of systems furniture ?

A15.Yes, relocation scheduling information is provided in either site visits or conference calls between SSA and the relocation vendor. In many cases the ADP equipment is moved and the furniture is deinstalled and moved. The LAN room equipment can be installed, but workstations cannot be installed until the furniture is reinstalled.

Q16.Is it correct that some locations requiring temporary staging of the equipment and a return trip to install in the final destination? Is that additional effort included in the standard pricing model?

A16. No, if additional staging or off site storage is required, it may be priced as a separate Task Order associated with the LAN relocation with approval from SSA’s CO/COTR. Off-site storage would require an additional work order.

Q17. It is our understanding that Contractor will have in their care, custody and control several hundred thousand dollars (sometimes in excess of One Million dollars during Data Center or TeleCenter Relocations) worth of Electronic equipment. Will the contractor be responsible for the replacement of that equipment? Noting that normal liability and umbrella insurance does NOT cover equipment in the care, custody and control of the contractor, will SSA want the contractor to cover the equipment for replacement and provide proof of the ability to cover the cost of and secure the equipment?

A17. Yes, The relocation contractor has the responsibility to ensure care and custody of all the equipment being relocated. The relocation contractor must insure any lost or broken equipment. SSA will require that the contractor repair or replace at his/her cost any equipment damaged or lost in a relocation activity. Once the equipment is in a Government provided facility it is the Governments responsibility for its safekeeping. SSA has revised the Insurance requirements on page 39 of the solicitation document to include a property damage insurance amount of a minimum of $2,000,000.

Q18. Since specialized and proprietary configuration networking equipment is utilized by SSA will the contractor be required to replace any damaged or non-function equipment within the required timeframe in the RFP.

A18. Repair or replacement of equipment only applies during relocation activities . Once the site it relocated and operational with the 1-day test and acceptance period, the relocation contractor has no further responsibilities.

Q19. Is the contractor responsible for racking all the LAN equipment, cabling, testing and bring up to operational status, including verifying network connectivity of new Networks?

A19. Yes, the contractor is responsible for LAN and workstation installations and assuring successful LAN connectivity between the site and SSA Regional Office/Headquarters. Cabling drops to the workstation, LAN room, network printers , as well as, all required electrical needs are performed by another contractor.

Q20. Is it correct that the work can range from one workstations up to several hundred at a time?

A20. Yes, A relocation schedule will be provided to the relocation contractor at least once per week, this schedule provides information on upcoming relocations providing approximately a 4 to 6 month lead time.

Q21.C-3.4.2(g) (1) For SSA NEW and EMERGENCY LAN installations, what number or % of GFE typically requires install of new software, drivers, etc.?

A21. None, The equipment used in New or Emergency LAN relocaions are pre-configured by SSA .

Q22. C-3.4.2 Will the Government provide all equipment to establish the Emergency LAN?

A22. Yes, SSA will provide all equipment needed to establish an Emergency LAN.

Q23. C-3.1 and C-3.3 indicate that the contractor is responsible for “…certificating that existing equipment is operational…”. Will the Government provide specific checklists to ensure all desired operational requirements are tested?

A23. The relocation contractor is responsible to determine that LAN equipment is operational prior to relocation activities. This essentially ensures that the components are operational and should work at the relocated site. Since the relocation contractor is required to have all components operational at the relocated site, the contractor should determine that the equipment was operational before the relocation takes place.

Q24. B.2.1 Define what “bring the LAN to operational status” means? Will the Government provide specific standards for testing at relocation sites?

A24. Bring the LAN to operational status means the contractor must ensure that the equipment is operational. This is a TurnKey operation, If the equipment works prior to the relocation the equipment is required to work following the relocation. SSA will not provide specific standards for testing however the equipment must be operational by the user.

Q25. What is the typical LAN size? Number of components, broken out by type? Weight? Cubic feet?

A25. LAN sizes can range from less than 15 drops to over 150 drops. Relocation information is usually provided to the contractor wilth a 30 - day lead time. A relocation schedule is provided by SSA listing all planned relocations for approximately the next 4 to 6 months. SSA does not track the weight or size of components to be relocated.

Q26. Define the components of workstations? How many workstations are in a typical relocation? Average by building size and LAN size?

A26. Typical components of a workstation includes dual flat screen monitors, keyboard, mouse, processor, scanner, printer and a telephone. Relocation information is usually provided to the contractor with a 30 - day lead time. A relocation schedule is provided by SSA listing all planned relocations for approximately the next 4 to 6 months. The building size can range from a trailer to a multi-floor building but the most common is a single story building.

Q27. How many computer software and hardware modifications/upgrades are expected? Question is relevant to the age and condition of IT systems.

A27. A exact number can not be given however, upgrades are from a Virtual Private Network (VPN) to Ethernet. This work would be done via a Task Order. All software and/or hardware would be provided by the Government.

Q28. Is the Government responsible to back up all data before movement?

A28. Yes, SSA is responsible to back up data prior to relocations.

Q29. Will the Government require the contractor to enable PDA devices after relocation?

A29. No.

Q30. How far is the average cable drop from the server?

A30. Various distances. LAN sizes can range from less than 15 drops to over 150 drops. Relocation information is usually provided to the contractor with a 30 day lead time . A relocation schedule is provided by SSA listing all planned relocations for approximately the next 4 to 6 months. All cabling is provided for prior to the relocation and the site preparation is handled by the local office.

Q31. How far is the average cable drop from the server (linear distance, floor separation, buildings,etc.)?

A31. Various distances and the cable can run between floors. LAN sizes can range from less than 15 drops to over 150 drops. Relocation information is usually provided to the contractor with a 30 -day lead time. A relocation schedule is provided by SSA listing all planned relocations for the approximately the next 4 to 6 months. All cabling is provided for prior to the relocation and the site preparation is handled by the local office.

Q32. Will SSA acquire all State and Local permits for wiring and minor construction, if required?

A32.Yes, this is the responsibility of the local site as part of the site prep. This is not part of the relocation contractor's responsibility.

Q33. Will SSA acquire all State and Local permits for wiring and minor construction, if required? Will Government manage the local inspection process, as well?

A33. Yes, this is the responsibility of the local site as part of the site prep. This is not part of the relocation contractor's responsibility.

Q34. Will the government fund system upgrade cost, if required?

A34. Yes, the Government will provide any software and/or hardware required for upgrade for operational equipment. The government will not provide system upgrade cost for replaced equipment that the contractor must provide if the equipment is damaged during relocation.

Q35. Is there an existing process to metric system upgrades, IT architecture redesign and system performance enhancements?

A35. No, not at this time. Upgrades are on an as needed basis.

Q36. Attachment J-1, unit pricing for “LAN… File Servers,” do these file servers have traditional primary purpose of providing a location for the shared storage of computer files (such as documents, images, databases, etc.) that can be accessed by the workstations that are attached to the LAN, or are there more significant server types (e.g. mail server, web server, SQL or other DB server, etc.) that are expected to be relocated and/or installed? If the file servers described in this section provide additional services, then the per-unit pricing cannot be equated with workstations, printers, etc. on a per drop basis.

A36. The file servers have the traditional primary purpose of providing a location for the shared storage of computer files, but additional special file servers can also be relocated based on the size of an office.

Q37. How many components are in a server rack?

A37. It varies in accordance with the site. The number of cabinets varies based on the size of office that is being relocated from 15 drops to over 150 drops. This information will be provided in a relocation checklist issued at the time of the relocation order.

Q38. Are drops at the new location fixed or is the contractor required to install and cable drops?

A38. The contractor is not required to install and drop cables.

Q39. Are drops at the new location fixed or is the contractor required to install, configure, and test cable drops?

A39. The cable drops are already installed at the relocaton site . The contractor is not required to install, configure and test cable drops.

Q40. What is the SSA location size spectrum (origin and destination): smallest to largest? What is the average size?

A40. Attachment III – SSA Site Codes and Attachment II- Map of sites provides the locations of the offices. The sizes range from an office with 1 workstation to a building relocation containing over 2,500 workstations.

Q41. What is the average distance of a move?

A41. The average move is less then 50 miles from site to site.

Q42. How many local, regional and cross-country moves within a 30 day period? How many moves by distance: 0-50 miles, 50-100 miles, 100-500 miles, 500 -1000 miles? 1000-1500 miles? 1500 or more miles? How many OCONUS moves in a 30 day or 120 day period?

A42. The average move is less then 50 miles from site to site. OCONUS relocations are usually less than 12 per year.

Q43. What are the regional wage rates? Prevailing wage rates?

A43. This contract is a Firm Fixed price, Indefinite Delivery Indefinite Quantity contract with minimal labor hours. There is no regional or prevailing wage rates.

Q44. Address typical building size to include multi-story, physical access issues, personnel and vehicle access, parking, security access issues, freight elevators, stairs etc.?

A44. There are a wide range of building sizes. When the contractor performs a site survey this information will be provided..

Q45. Is there any furniture to move? Cubicles? Office supplies etc…

A45. No furniture moves are required.

Q46. Identity theft protection containers. i.e. safes?

A46. The contractor is responsible for safeguarding the equipment. SSA will not be providing theft protection containers or safes.

Q47. Are packing materials, original cartons available?

A47. The contractor must provide all the materials associated with relocating the equipment.

Q48. Are there any classified or hazardous materials to move?

A48. No. there are no classified or hazardous materials to be moved.

Q49. How much insurance coverage do we need for each move?

A49. Please refer to Section H-2.0 Insurance Requirements for the coverage that must be obtained.

Q50. Give an example of a typical 30-day notice? Is it via email, or telephonic in a standard format?

A50. An example of a scheduled relocation is usually provided to the relocation contractor with an approximate 30-day lead time via email. This is in the form of a work order which provides equipment counts and relocation addresses. Conference calls also take place between SSA personnel and the relocation contractor's representative to provide additional information concerning the relocation activities.

Q51. Is there a requirement to install electric outlets, backup power, Uninterrupted Power Supply (UPS), Generators or other support requirements?

A51. The contractor is not required to install electric outlets. The installation of UPS may be required.

Q52. Who is responsible for Acts of God?

A52. Generally, delays that are beyond the control and without the fault or negligence of the contractor will excuse the contractor’s failure to perform on time.

Q53. Shipping cost is defined in the solicitation as “pickup, transport, and delivery from existing location to new location.” What costs are covered if shipment is diverted and or transport is detained by no fault of the contractor?

A53. Shipment should not be diverted or transport detained.

Q54. If the Government needs storage, what costs are covered?

A54. If SSA requires storage, the actual cost of storage and transportation to and from storage will be covered.

Q55. Define a workstation and all items in a workstation which require movement?

A55. A typical workstation will consist of a processing unit, keyboard, mouse, normally a dual display, local printer and occasionally a small sheet scanner. A VoIP telephone unit and possibly a UPS unit can also be included.

Q56. Define a drop? What is the difference between a drop and a workstation? Solicitation definitions provided in Section B-2.1 are not comprehensive.

A56. A drop is defined as a LAN connection that includes a workstation. The drops consist of a workstation, file server, Network Printers, LAN cabinets , routers, and switches. Individual devices such as local printers, scanners, keyboards, mouse and displays are not counted as drops.

Q57. L-1.1, 2nd large paragraph states:

“The offeror shall submit one (1) paper copy and one (1) electronic copy of the entire, completed proposal which includes all…” L-2.0, the breakdown is different:

Volume I (2 hard copies, 1 electronic copy)

Volume II (4 hard copies, 1 electronic copy)

Volume III (4 hard copies, 1 electronic copy)

Volume IV (4 hard copies, 1 electronic copy)

Which is the correct method of submission to meet the Government’s requirements?

A57. SSA has revised Section L-1.1. to include the following:

Volume I (2 hard copies, 1 electronic copy)

Volume II (4 hard copies, 1 electronic copy)

Volume III (4 hard copies, 1 electronic copy)

Volume IV (4 hard copies, 1 electronic copy

Q58. This is a performance-based contract, with significant requirements for quality control. In C-6.1, multiple line items in this section call for “99% accuracy.” Does this mean: On 99/100 task orders, 99/100 pieces of equipment moved, or other measure?

Meeting 99/100 of code regulations (C3.2)? Other? Define the measures intended where the standard is “within x% accuracy” for each of the line items in C-6.1.

A59. Section C-6.1. is a table that specifies SSA’s standard for acceptable performance that the contractor is required to obtained for each task listed within the performance based statement of work. The table provides the specific task and the measures of accuracy that must be obtained for each specific task.

Q60. Is there an incumbent for this requirement? If yes, who is the incumbent?

A60. Yes, Reliasource Inc. is the incumbent for this requirement.

Q61. Is the incumbent an 8a firm and are they eligible to bid for this requirement?

A61. The incumbent is an 8a contractor.

Q62. If an 8a company partners with a large company on this requirement performances be from the large company?

A62. This requirement is set-aside for 8(a) contractors.