W049--QITC Back-Up Emergency Generator, Fuel, MTSwitch Rental (VA-22-00055214)

Sources Sought Notice Sources Sought Notice Page 15 of 15 Sources Sought Notice *= Required Field Sources Sought Notice Page 1 of 15 DESCRIPTION THIS IS A SOURCES SOUGHT NOTICE FOR MARKET RESEARCH PURPOSES ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is to obtain information regarding the availability and capability of qualified sources to perform the potential requirement. The responses received from interested contractors will assist the Government in determining the appropriate acquisition method. This source sought is currently restricted to SDVOSB and VOSB Business providers capable of fulfilling the requirement in accordance with the Statement of Work. Please identify your size designations/small business category as well as your ability to provide the services. The Government is considering the use of the GSA Multiple Award Schedule (MAS) Contracts to fulfill the subject requirement. What Schedule(s) are appropriate? The Government requires the contractor to furnish, install, and maintain a back-up generator under this requirement. The Government anticipates leasing/renting the generator. Kindly provide details surrounding both preventative and emergency maintenance included in a rental agreement and whether these maintenance service(s) require an additional fee. This Source Sought Notice does not constitute a request for quote and shall not be construed as a commitment by the Government. Responses in any form are not quotes and the Government is under no obligation to award a task order as a result of this announcement. Performance Work Statement BACKGROUND The mission of the Department of Veterans Affairs (VA), Office of Information & Technology (OI&T), Service Delivery and Engineering, Infrastructure Operations is to provide support to VA Departments including VA Administration departments. This is to provide IT support for the Administrations that benefit and provide services to Veterans of the United States. In meeting these goals, OI&T strives to provide high quality, effective, and efficient Information Technology (IT) services to those responsible for providing care to the Veterans at the point-of-care as well as throughout all the points of the Veterans health care in an effective, timely, and compassionate manner. VA depends on Information Management/Information Technology systems to meet mission goals. Infrastructure Operation s Quantico Information Technology Center (QITC) occupies space containing a VA Core Data Center / computer room located at 5101 Russell Road, in Quantico Virginia on the grounds of Quantico National Cemetery. The computer room has National Cemetery critical Information Technology (IT) equipment, data bases, storage arrays, data center cooling equipment, un-interrupted power systems, and other emergency power requirements that are met with a single Generac Emergency generator and related equipment. This Data Center equipment requires available electrical power to assure continuous 24x7x365 IT operation of computer room space that houses servers, storage and other networking equipment that is used to provide mission critical support to the VA National Cemetery Administration (NCA). The space is used to provide support for all 200+ NCA Cemeteries, NCA programs and support of computer command center operations that are vital to NCA operations nationwide. With such a vital role, it s been deemed critically necessary to have a normal generator, plus one backup generator (N+1) redundancies on all critical systems including the generator and power transfer switching equipment. Currently, the VA owns a generator and requires an additional generator for backup should the existing generator fail. APPLICABLE DOCUMENTS In the performance of the tasks associated with this Performance Work Statement, the Contractor shall comply with the following: 5 U.S.C. § 552a, as amended, Records maintained on individuals 42 U.S.C. § 2000d Prohibition against exclusion from participation in, denial of benefits of, and discrimination under federally assisted programs on ground of race, color, or national origin SCOPE OF WORK The Contractor shall provide, furnish, install, and manage all necessary materials and labor for a rental equipment package consisting of the following: Emergency Power Generator, Fuel Tank, Transfer Switch, Cables, and related materials needed for a redundant back-up emergency power system making the facility N+1. The scope of this work shall include integration of onsite Computer Room Air electrical service and existing emergency generator and transfer switch system. Generator and associated equipment shall have approximately 250KVA rated output, 208VAC, 3 phase wiring, and operate on #2 off road Diesel (36hr minimum runtime @ 75% loading). System install shall be turnkey operation with connection from the generator, wired to the transfer switch, wired to new breaker box and supply breakers, and final tie into existing onsite uninterrupted power systems (UPS). This scope shall also include preventive system maintenance including onsite inspections, trouble shooting, device replacement, and fuel top off quarterly (estimated less that 1000gallon per year), for the remainder of the contract or until termination consisting of end of contract option years and / or non-renewal of optional year of contract. PERFORMANCE DETAILS PERFORMANCE PERIOD The period of performance shall be a base contract for 30-day installation and 12 months of maintenance from date of system start-up, with four 12-month option periods. Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the QITC Data Center Chief, QITC Program Manager, Contracting Officer (CO), or Contracting Officer Representative (COR) in the event to equipment failure or similar emergency which requires repair work. There are ten (10) Federal holidays set by law (USC Title 5 Section 6103) that VA follows. Under current definitions, four are set by date: New Year's Day January 1 Juneteenth Day June 19 Independence Day July 4 Veterans Day November 11 Christmas Day December 25 If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday. The other six are set by a day of the week and month: Martin Luther King's Birthday Third Monday in January Washington's Birthday Third Monday in February Memorial Day Last Monday in May Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Fourth Thursday in November PLACE OF PERFORMANCE Tasks under this PWS shall be performed in the following VA facility located at: VA Quantico Information Technology Center 5101 Russell Road Quantico, VA 22134 TRAVEL The Government anticipates travel under this effort to perform preventive maintenance tasks associated with this effort throughout the period of performance. Include all standard maintenance travel costs in your firm-fixed price line items. These costs will not be directly reimbursed by the Government. SPECIFIC TASKS AND DELIVERABLES Use of manufacturer Certified/Trained Technicians Only All preventative maintenance, and repair services shall be performed by technicians manufacturer certified in the generator and transfer switch equipment and systems installed under this contract. Contractor staff will be escorted at all times while install, maintenance, and / or repairs are performed in or near computer rooms for listed system and equipment. Contractor staff may have limited indirect access to VA sensitive information only in that they will be performing maintenance on generator / switch and related equipment which may be located within the computer room. They will not have direct access to any VA IT systems in those rooms. The Contractor shall perform the following: PROJECT MANAGEMENT / PROJECT MANAGEMENT PLAN CONTRACTOR PROJECT MANAGEMENT PLAN The Contractor shall deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor s work to be performed in the install and maintenance portion of the contract prior to commencing the physical work. The CPMP may take the form of a narrative and/or graphic format that displays the schedule, milestones, and resource support. - The CPMP shall also include how the Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the PWS. The Contract shall update the CPMP monthly throughout the life of the contract. REPORTING REQUIREMENTS The Contractor shall provide the Data Center Chief and his assigned PM, and/or Contracting Officer s Representative (COR) with a dated written description of work completed during each site visit in which installation, maintenance or repairs are provided (Maintenance/Repair Report). This document should be submitted in hardcopy or electronic form to the Chief, COR or his assignee. This may take the form of an on-site work order or invoice. This document shall cover all work completed during the site visit. The report shall also identify any problems that arose and a description of how the problems were resolved. If problems have not been completely resolved, the Contractor shall provide an explanation including their plan and timeframe for resolving the issue. The Contractor shall monitor performance against the CPMP and report any deviations. The Contractor shall keep in communication with VA accordingly so that issues that arise are transparent to both parties to prevent escalation of outstanding issues. FURNISH AND INSTALL RENTAL GENERATOR SYSTEM The Contractor shall furnish via a rental agreement one Emergency Power Generator with Fuel Tank, Transfer Switch, Cables, and related materials needed for a redundant back-up emergency power system making the facility a normal system, plus one backup generator (N+1). The VA currently has the primary generator. Generator and associated equipment shall have approximately 250KVA rated output, 208VAC, 3 phase wiring, and operate on #2 off road Diesel (36hr minimum runtime @ 75% loading). System install shall be turnkey operation with connection from the generator, wired to the transfer switch, wired to new breaker box and supply breakers, and final tie into existing onsite uninterrupted power systems (UPS). The Contractor shall install the Emergency Power Generator and all related materials in the data center located at 5101 Russell Road, Quantico, VA. Installation of the generator my be completed on a business day, Monday through Friday, between the hours of 8:00am ET and 4:30pm ET. EMERGENCY GENERTOR SYSTEM PREVENTIVE MAINTENANCE The Contractor shall perform maintenance, including monthly inspections of generator and transfer switch systems, for the data center located at 5101 Russell Road, Quantico, VA. The preventive maintenance includes: Monthly hardware physical inspections, Quarterly system updates Quarterly system diagnostics Quarterly communication verification If the unit needs emergency repairs the contractor is responsible to complete repairs in a timely manner at their cost. Schedule of Deliverables Task Deliverable Description QTY Due Date 5.1.1 Contractor Project Management Plan (CPMP) and updated monthly thereafter. Electronic submission to: VA PM, COR, CO. Inspection: destination Acceptance: destination 1 Thirty (30) days after contract (DAC) 5.1.1 Contractor Project Management Plan (CPMP) updates 12 TBD in CPMP 5.1.2 Maintenance/Repair Report As needed 5.2 Rental Unit: Emergency Power Generator, Fuel Tank, Transfer Switch, Cables, and related materials needed for a redundant back-up emergency power system 1 TBD in CPMP 5.2 Install Rental Generator System 1 TBD in CPMP 5.3.A Monthly Hardware Physical Inspections 12 TBD in CPMP 5.3.B Quarterly system updates 4 TBD in CPMP 5.3.C Quarterly system diagnostics 4 TBD in CPMP 5.3.D Quarterly communication verification 4 TBD in CPMP GENERAL REQUIREMENTS METHOD AND DISTRIBUTION OF DELIVERABLES The Contractor shall deliver documentation in electronic format, unless otherwise directed in the solicitation/contract. Acceptable electronic media include: MS Word 2010/2016, Excel 2010/2016, MS PowerPoint 2010/2016, MS Project 2010/2016, MS Access 2010/2016, MS Visio 2010/2016, AutoCAD 2010/2016, and Adobe Postscript Data Format (PDF). PERFORMANCE METRICS The table below defines the Performance Standards and Acceptable Performance Levels for Objectives associated with this effort. Deliverable Performance Standard Acceptable Quality Level Surveillance Method Contractor Project Management Plan Provide Project management Plan including schedules and milestones in accordance to the PWS Section 5.1.1 100% Technically complete and meetings PWS time requirements 100% Plan review and approval Furnish and Install Rental Generator System Provide Installation and operation by qualified personnel in accordance with the PWS Section 5.2 100% Reliable system operation performed by qualified personnel 100% System operation test Generator System Preventive Maintenance Provide monthly preventive maintenance performed by qualified personnel in accordance with the PWS Section 5.3 100% of service performed by qualified personnel 100% Review of monthly report The Government will utilize a Quality Assurance Surveillance Plan (QASP) throughout the life of the contract to ensure that the Contractor is performing the services required by this PWS in an acceptable manner. The Government reserves the right to alter or change the surveillance methods in the QASP at its own discretion. FACILITY/RESOURCE PROVISIONS The Government will not provide office space, telephone service and system access as contractor staff will only be providing maintenance and repairs to Generator equipment serving VA computer rooms. All procedural guides, reference materials, and program documentation for the project and other Government applications will also be provided only on an as-needed basis, and there is no need anticipated. The Contractor shall request other Government documentation deemed pertinent to the work accomplishment directly from the Government officials with whom the Contractor has contact. The Contractor shall consider the COR as the final source for needed Government documentation when the Contractor fails to secure the documents by other means. The Contractor is expected to use common knowledge and resourcefulness in securing all other reference materials, standard industry publications, and related materials that are pertinent to the work. VA will not provide access to VA specific systems/network as this will not be required for execution of the task via remote access technology (e.g. Citrix Access Gateway (CAG), site-to-site VPN, or VA Remote Access Security Compliance Update Environment (RESCUE)). For detailed Security and Privacy Requirements refer to ADDENDUM A. ADDENDUM A Physical Security & Safety Requirements: The Contractor and their personnel shall follow all VA policies, standard operating procedures, applicable laws and regulations while on VA property. Violations of VA regulations and policies may result in citation and disciplinary measures for persons violating the law. The Contractor and their personnel shall wear visible identification at all times while they are on the premises. Smoking and Vaping is prohibited nationally on all VA grounds. Possession of weapons is prohibited. The Contractor shall obtain all necessary licenses and/or permits required to perform the work, with the exception of software licenses that need to be procured from a Contractor or vendor in accordance with the requirements document. The Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. Confidentiality and Non-Disclosure The Contractor shall follow all VA rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations.