Supply Chain Management (SCM) Services

Introduction This is a Sources Sought notice. This is not a solicitation and in no way commits the Government to award a contract. Furthermore, the receipt of this notice and or submission of a response confer no rights upon the vendor nor obligate the Government in any manner. This synopsis is encouraging responses from qualified and capable Small Businesses only. Responses from large businesses will not be reviewed. Formatting from the approved document does not fit into this web site. Please excuse formating errors due to cut and paste. The Department of State (DOS), Bureau of Information Resource Management, Foreign Operations Directorate, Information Technology Infrastructure Office, Global IT Modernization Division (IRM/FO/ITI/GITM) is performing market research to determine industry interest and capabilities for Supply Chain Management for current and evolving IT requirements in classified, unclassified, and sensitive but unclassified (SBU) environments worldwide. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH This procurement will be set aside for small business if the contracting officer determines, based on the results of responses received, there is a reasonable expectation that offers will be obtained from at least two responsible small businesses Rule of Two Set-asides - Prime Contract Assistance FAR 19.502-2. DOS/IRM welcomes responses submitted by small business Joint Ventures (JVs). Note: if this procurement is set aside for small business, Small businesses with socio-economic designations will be considered first (FAR Part 19.203). This Notice is organized into the following sections: Background Objectives and Scope of Services Instructions Closing Date Disclaimers 1. Background The Bureau of Information Resource Management (IRM) provides the knowledge, resources and IT services needed for the DOS diplomatic team worldwide to accomplish the foreign affairs mission of the United States. The administration has focused on reforming the Department of State to provide the most value for the United States on behalf of the American people with fewer resources. The Department seeks to use all the tools at its disposal to gain efficiencies by harnessing the power of technology and the talents of our people. GITM was initiated in 2003 to provide classified and unclassified desktop and server IT equipment worldwide to approximately 276 sites abroad and over 40 domestic bureaus and offices. This centrally managed program is designed to support the Department's evolving business processes, and continuous modernization of the IT infrastructure. The unclassified desktop is connected to the OpenNet and the classified desktop to the ClassNet. 2. Objectives and Scope of Services IRM needs a Contractor to provide an integrated life cycle approach to Information Technology Infrastructure Supply Chain Management (ITI SCM) throughout the DOS to meet organizational objectives. The Contractor will explain and show proof that they can handle large volumes of IT and logistical duties for the DOS as stated in this section. The DOS is looking for a Contractor who can perform warehouse management, systems and technology, and purchasing support. The DOS is emphasizing that the Contractor can handle the storing and purchasing of upwards of 40 million dollars in equipment annually, prepare and ship around 30,000 items around the world; remotely troubleshoot and maintain IT equipment at posts. For objectives that are repeatable, standard operating procedures (SOPs) shall be generated with government oversight. These objectives include: 1)Warehouse Receive, pack, and ship - provide logistical services for all equipment in the GITM life cycle and IRM agreed upon equipment. Current equipment includes workstations, printers, monitors, back office technology, and miscellaneous IT equipment. In addition, for ITI, provide logistical services for telephones, emergency mobile support equipment, and WiFi install kits. Create DOS receiving and shipping reports through the Integrated Logistics Management System (ILMS), manage warehouse material, control quality, and issue equipment. The Contractor will provide logistical deployment of material using the best delivery options within DOS guidelines. In 2018, almost 27,000 items were shipped in under 2,800 with 90% going overseas to Embassies and Consulates. Note: all packing material is government furnished equipment (GFE). Also, shipping costs through the government pouch system will be borne by the government. If advantageous to the government, the Contractor may be asked to assist with using specific commercial shipping methods for government equipment and material on a reimbursable basis. Inventory and asset tagging - the Contractor shall manage warehousing and distribution operations in a manner that promotes productivity, reduces cost, and meets all IRM programmatic mandates including inventory and space management. Place government provided asset tags on non-expendable property items upon receipt, and at the point at which the government assumes ownership for them, enter assets into the ILMS and take appropriate action when items are transferred. 2)Systems and Technology System integration, deployment, and install - applies to OpenNET and ClassNET - streamline and perfect the solutions provided by the different engineering groups to deploy approved technical solutions (e.g. servers, networking, and storage) to posts. This includes working closely with the engineers in testing and even improving upon the supplied solutions if possible. The deployment team analyzes and validates post specific information and develops project specific plans and bill of materials. The deployment team images, configures, and tests equipment before or after shipping to an installation site. Deployment manages the remote installation schedules, corresponds with posts regarding the installations, supplies the documentation and software media, executes and monitors the installations, resolves outstanding issues, provides two weeks of post installation support, and internalizes lessons learned and customer surveys. Deployment also manages the yearly tailored refresh of IT equipment that consists mainly of monitors, workstations, mobile equipment, and printers. This includes managing and forecasting the IT inventory and corresponding with posts about what equipment will be shipped to them based on industry standards and funds available. Deployment prepares the IT equipment and software images in accordance with existing IT policies and standards for shipping and coordinates any action items that need to be done at post. The deployment team also manages the site survey process to reduce design errors, schedule changes, and validates requirements. Deployment is also responsible for customer relations and satisfaction surveys. Remote maintenance, troubleshooting, and documentation Contractor shall assist with remote maintenance requirements with back office hardware and software. This can include remote firmware upgrades, version upgrades, enterprise configuration changes, and other duties to ensure that the IT equipment deployed stays up-to-date and vulnerabilities are reduced. The contractor in consultation with the government will produce SOPs and specific supporting documentation of technical processes that are repeatable for internal and external use. On-site installations at posts will be kept to a minimum due to the high costs. When necessary, on-site installation teams will work with the government to coordinate travel, visa requirements, and site preparation activities. Onsite installation teams will complete installation with minimal disruption to post, monitor/resolve outstanding issues, and communicate with GITM and post throughout the installation. 3)Repair, Return, and Disposal To manage the repair, return and destruction authorization, and equipment disposition process. This includes supporting the receipt and return of defective or failed equipment through a return authorization process. Return defective or failed equipment to the original equipment manufacturer (OEM), or vendor, for equipment repair or replacement under warranty. Provide equipment maintenance support for equipment in the form of bench level repairs and equipment reconditioning for reutilization and quality assurance testing on equipment repairs within warranty and out-of-warranty bench repaired equipment prior to redeployment. Manage and perform the decommissioning, destruction, and removal of onsite equipment and approve offsite destruction in accordance with applicable government regulations and guidelines. For calendar year 2018, 1143 tickets were closed and 1,026 items were destroyed locally. 4)Purchase Support To provide procurement support that includes requirements determination and forecasting, procurement planning, procurement determination and tracking, and coordinating procurement execution and procurement award. Provide life cycle management of blanket purchase agreements (BPAs) and other equipment contracts). Obtain price quotes, and draft Request for Information (RFI) for hardware or software procurements on IRM's behalf. Enter requisitions into the ILMS - and track for completion. Monitor vendor procurements and coordinate deliveries. Monitor vendor payments and resolve any vendor issues. Track and report vendor performance against delivery criteria to the government. For fiscal year 2018, 55 purchase orders and 65 purchase card orders were processed. 5)Data Services To capture, store, manage, administer and disseminate data and information used in the planning and execution of the elements within the life cycle of the ITI supply chain: Perform database administration to include performing normal database tasks (scheduled back-ups, maintaining access roles and permissions, verifying data integrity, and performance tuning). Develop and enhance, maintain, and support existing government systems that allow for ITI supply chain management. This includes operating within the ILMS and administering and enhancing the Deployment Management System (DMS) which is a GITM controlled application. Other work includes creating dashboards, updating and developing Microsoft SharePoint, webpages, and electronic process flows. Employ the appropriate software development life cycle and governance methodologies to maintain these systems. Provide accurate and consistent data and information to support data requests and allow standard data communication between GITM applications to allow strategic and tactical program decisions. Provide the capability for real-time data transactions by providing web services across GITM databases and existing government-owned systems. Provide a business intelligence solution for GITM databases e.g., warehouse management and project schedules that can be used to support ad-hoc GITM reporting requirements and decision-making. 6)Continuous Process and Technical Improvements The GITM program focuses on the continuous improvement of the shipping processes, procurement, and IT deployment by employing industry best practices in IT supply chain management. The Contractor will increase efficiencies and establish sound processes for managing the ITI supply chain within the Department. The goal is to properly forecast and purchase the appropriate type and quantity of equipment at the right time, minimize hardware inventory, and ensure timely delivery to the end-customer. Emphasis will be on optimizing and reducing the cost of logistics, distribution activities and decrease time from procurement to installation. Tracking multi-disciplinary processes, production schedules, control gates, quality audits, documentation, and production goals to ensure equipment modernization lifecycles are within cost constraints and agreed upon performance criteria. The Contractor will continue to improve upon remote installations and maintenance tasks that will reduce the IT life cycle costs while speeding up innovations and capabilities to our overseas posts. Emphasis will be on automation, scripting, and leveraging elements of artificial intelligence to complete the work faster and more accurately. The Contractor will also effectively and efficiently plan and execute a program that continues to provide an infrastructure that is stable, secure, and responsive to the needs of DOS at a lower total IT cost of ownership. 7)Program Management The central point of contact for managing all work executed under the contract. Manage the flow of information and labor resources to achieve the desired objectives including meeting or exceeding service requirements and milestones. Work closely with government managers, to develop, deliver, and implement a Program Plan that is reviewed with the government and updated on a regular basis. Provide strategic-level recommendations and advice to government managers based on the goal of continually improving the IT supply chain for IRM. Support and implement the Department's Technology Business Management (TBM) framework in accordance with the Office of Management and Budget guidance. TBM tracks IT costs, assets, and services to allow better visibility into our spending. To comply with the terms and conditions of the contract the Program Management function ensures that: Security guidelines and regulations are in place and followed; Contract staff are qualified, assigned to activities based on their expertise, and will provide training to their staff; Program risk is analyzed, assessed, and escalated to government managers with contingencies presented on a timely basis and in a consistent manner; Quality management standards are implemented and monitored; Fiscal practices and controls are in place; Costs are contained and aligned with approved budgets; Data and information are available in a timely manner to allow government managers to make cost/trade-off decisions when implementing logistics, distribution, and life cycle management functions; Integration of program management functions occur in a timely and resource-effective manner to ensure program goals are met; and Activities comply with the relevant regulations and guidelines. Program Management deliverables that are required include: Integrated Master Schedule; Risk Register and Risk Management Plan; Acquisition Strategy and Plan (for Equipment/Software/License Buys); Vendor Service Performance Report; Monthly Program Reviews; IT Security Plan; Communications Plan; Quality Assurance Plan; and Service Level Agreement Reports Training Plan 8)Other Program Activities Other Direct Cost (ODC) contract line item numbers (CLINS) that are on a cost-reimbursable basis include: Facilities and lease Management Travel ODCs Transportation (inbound and outbound) Insurance - Defense Base Act Administrative (Passports, Visas, etc) 9)Surge Support To provide additional labor to support new and existing requirements. In addition, the support can fulfill requests for other offices that own IT equipment within the DOS. Engineering support Purchase support Deployment support Data services support Lab operations Technology training 3. Instructions Each submission shall contain both a cover letter and a capabilities statement as outline below in A and B. In the capabilities statement, the Contractor will demonstrate how they can perform IT and logistical work which includes warehouse management, purchase support, and shipping and receiving worldwide. A.Cover Letter: The Cover Letter shall be no more than 2 pages. Font should be Times New Roman, 12-point. All page margins (excluding headers and footers) should be 1. The information contained in the cover letter at a minimum should include the following: Company information - Include company name, 2 points of contact and contact information (name, address, phone number, website URL, if available, and email address), Cage Code and DUNS Number. Company business size with socioeconomic classification based on North American Industry Classification (NAICS) Code 493190. The contractor will require a Secret Facility Clearance. All contractors working onsite must have or can obtain a least a Secret Clearance. Contractors needing systems administrator access must have Top Secret Clearance. Joint Venture (JV) and Teaming are encouraged to ensure an effective solution. The respondent is encouraged to utilize small and disadvantaged businesses. Please provide similar information for any team members contemplated. List GSA schedule and/or GWACs or IDIQs with corresponding schedule number/contract number. The subject line shall contain the phrase - 19AQMM20N0016 - DOS-ITI Supply Chain Management Services B. Capability Statement Requirements: The Request for Information (Capability Statement) response should be concise and focused; it shall not exceed twenty (20) pages in MS Word format, including cover page. The font should be Times New Roman, 12-point and all page margins (excluding headers and footers) should be 1. If subcontracting or teaming is anticipated in order to deliver technical capabilities, organizations should briefly address the administrative and management structure of such arrangements. Sale brochures, videos, and other marketing information materials are not solicited and will not be reviewed. Do not submit cost or price information with the response. Market Research: a.A description of your corporate capabilities (history, experience in similar identity management systems, etc.) regarding each of the nine objectives. b.A description of where and how you have provided these services in the past. The response shall provide relevant, applicable examples of previous work or solution implementations. Within the page count described above, you may include as many examples as necessary to convey the breadth and depth of your corporate capabilities. Please include: Client organization and point(s) of contact Brief description of the scope of the work your company has specifically performed and the results achieved Contract and task order number Contract type Dollar value of services provided specifically by your company Period of performance State whether your company was a prime or sub-contractor Questions and Submission Date: see closing date for electronic version of your response only in MSWord format to Paul Virostek, Senior Acquisition Consultant at VirostekP@state.gov. QUESTIONS SUBMISSION INSTRUCTIONS: questions must be submitted by January 6, 2019 at 11:00 PM EST to the email address above. 4. Closing Date If your team is capable of providing the service requirements described herein, then interested parties should submit an electronic copy of the completed submission package (Cover letter and Capabilities statement) in MSWord format via email. Responses are due no later than January 27, 2020 at 8:00 am EST and directed to: Paul Virostek Senior Acquisition Consultant virostekp@state.gov Subject Line: 19AQMM20N0016 - DOS-ITI Supply Chain Management Services Tyler Sinclair Contracting Officer sinclairte@state.gov Subject Line: 19AQMM20N0016 - DOS-ITI Supply Chain Management Services 5. Disclaimers The Government does not intend to award a contract(s) based on the submissions of this sources sought/Market Research, nor does it intend to pay for any costs incurred in response to this announcement. This sources sought/Market Research is solely intended for information and planning purposes and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. The Department of State reserves the right to terminate this request and change its requirements if needed. Responding to this notice does not guarantee participation in future Department activities. No phone calls related to this Request for Information will be accepted. All correspondence shall be via email. Please identify sources sought/Market Research in your email subject line. This notice is issued solely for information and planning purposes and does not constitute a solicitation. All information received in response to this sources sought/Market Research marked Proprietary will be handled accordingly. Responses to the sources sought/Market Research will not be returned. This synopsis is encouraging response from qualified and capable Small Businesses only. Responses from large business will not be reviewed. The information obtained through this process is considered to be market research as described by FAR 2.101 and in accordance with FAR 10.002. Respondents will not be notified of the result of this market research.