SOLICITATION NOTICE
70 -- ENTS/FS - Office IT Equipment - Package #1
- Notice Date
- 11/23/2012
- Notice Type
- Presolicitation
- NAICS
- 423430
— Computer and Computer Peripheral Equipment and Software Merchant Wholesalers
- Contracting Office
- Department of Homeland Security, Customs and Border Protection, Procurement Directorate - DC, 1300 Pennsylvania Avenue, N.W., Room 1310 NP, Washington, District of Columbia, 20229, United States
- ZIP Code
- 20229
- Solicitation Number
- RFI_Tech_HW
- Archive Date
- 1/17/2013
- Point of Contact
- Jagdish Narayan, Phone: 2023254467, Robert Abood, Phone: (202) 344-3107
- E-Mail Address
-
jagdish.narayan@cbp.dhs.gov, robert.abood@dhs.gov
(jagdish.narayan@cbp.dhs.gov, robert.abood@dhs.gov)
- Small Business Set-Aside
- N/A
- Description
- Technical Specifications/Equipment List I. Description: The Office of information and Technology (OIT) is the information technology component of Customs and Border Protection (CBP). Within OIT, Field Support (FS) serves as the primary customer interface for CBP personnel world-wide, providing 24x7 responsive Operations and Maintenance support for operational systems, the IT infrastructure and CBP customers. Field Support also implements projects and deploys systems with the technology centers. All field office IT equipment is ordered and deployed by Field Support. Field Support has a continuous requirement to procure hardware for new facilities as well as equipment for emerging Operations and Maintenance requirements. Enterprise Networks and Technology Support (ENTS), also within OIT, provides operational day-to-day technology support to all CBP field locations, technology training, enterprise wide area network, security operations and helpdesk services. ENTS provides 24x7 support of local area network, wireless, surveillance and detection technology to all CBP field offices, performs field outreach, manages field modernization projects and oversees all field deployments. While FS deploys new equipment and manages any warranty repairs needed, ENTS has an existing maintenance contract that provides any out-of-warranty repairs. When replacement equipment is required, it will be ordered under this acquisition vehicle. CBP plans to issue a Request For Proposals and anticipate award of contract(s) in the third quarter of Fiscal Year 2013. The contract established through this acquisition process will be available to all CBP offices and components. The NAICS code for this acquisition is 423430. This Request for Information (RFI) is issued solely for informational and planning purposes and does not constitute an Invitation for Bids, Request for Proposal, or Request for Quotes. In accordance with FAR 15.202(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Those who respond to this RFI should not anticipate feedback concerning its submission. This RFI does not commit the Government to contract for any supply or service. The Government is not seeking proposals at this time. Additionally, the Government will not provide reimbursement for any information that may be submitted in response to this RFI. Respondents are solely responsible for all expenses associated with responding to this RFI. Note that responses should not take the form of a proposal and will not be understood as such. The information provided in this RFI is subject to change and is not binding on the Government. All submissions become the property of the Federal Government and will not be returned. Full requirements will not be provided. This RFI is intended to provide the Government with market research. Depending on the progress and information obtained during the RFI, CBP reserves the right to change direction. II. Objective: The objective of this RFI is to assist the CBP in determining the geographical ability of firms to provide a variety of IT equipment, the range of contractual vehicles available, and the business size standard of those firms. CBP has approximately 1500 offices located in the contiguous United States, including Alaska, Hawaii and Puerto Rico. International orders will be shipped to a CBP warehouses in Lorton, VA, for shipment by CBP to the final destination. All solutions and services must meet DHS/CBP policies, standards and procedures. III. General Requirements: The Contractor shall provide only new OEM equipment under this contract. Third party components/parts integrated into a system that are configured by the Contractor must be authorized and approved, in writing, by the Government. The use of third party components/parts must meet all specifications of the Government's requirement, must comply with existing DHS/CBP Enterprise Architecture standards, and must include equivalent standard customary warranty service. The Contractor must disclose which components/parts are the third party components/parts in the proposal, and the decision to accept or reject the proposal rests with the Government. Reporting Requirements - CBP requires reporting and data as detailed below. CBP holds non-exclusive, fully paid rights to hold, use, distribute, transfer such data, and to modify such data for its use. CBP rights are perpetual in duration and worldwide in scope. The Contractor shall provide CBP with electronic copies of all such data upon its request if the data is not otherwise available in the aggregate to CBP as a matter of course. Spend Management - The Contractor shall provide current and accurate data regarding the order date, a description of purchase, the delivery location, and the amount awarded. This report shall be submitted with the following detailed information on a monthly basis: Requiring Activity/Office Delivery Order Number Solicitation Method Award Date Mfg SKU Manufacturer Supply/Service Item Description Commercial Unit Price CBP Contract Unit Price Per Item Delta Quantity Total Award Amount Total Discount Ship to Address The report shall be submitted electronically as a comma-separated value (CSV) formatted spreadsheet. The report is due by the 15th calendar day of each month with activity of the previous month. The report shall be submitted via e-mail to the COTR and the CO. Problem Resolution - The Contractor shall provide problem resolution report regarding the status and/or resolution of delivery and/or performance issue, product deficiency, warranty repair service, etc. on a monthly basis with the following information. The report is due by the 15th calendar day of each month with activity of the previous month. •· Date of problem/issue occurred •· Requestor's name, organization name, and telephone number •· Description of problem/issue •· Course of action taken •· Date of resolution completed Warranty Report - The Contractor shall provide current and accurate warranty information by specific product or delivery order upon the request of the Government. Order number and serial number shall be included in the request. Performance Measurement Report - The Contractor shall submit a performance measurement report which elaborates on the contractor's performance of the contract as gauged by its achievement of the offered performance measurements and metrics. The performance measurement shall be conducted annually for each contract period. A reasonable narrative report including supporting documents and/or data to substantiate the goal accomplishments and the outcomes shall be submitted to the COTR and the CO for review and acceptance within 30 calendar days of the end of each contract period. IV. Technical Requirements: Customs and Border Protection has a very frequent requirement to purchase equipment that CBP uses at Field Sites. The equipment generally consists of items that reside on a user's Desktop, inside Local Area Network Closets, as well as devices that interconnect the two. •a. User's Desktop - Items that reside on a User's Desktop will typically include a standard desktop and monitor. Non Standard requirements will be items used to obtain biometric data, to include finger print readers, cameras/webcams, passport readers. •b. Local Area Network Closets - Items that reside in a Local Area Network Closet can include equipment such as file servers, routers and switches. They will also require items such as Uninterrupted Power Supplies, Open and Closed Racks, vertical wire management. •c. Interconnection Devices - Interconnection devices would consist of items such as switches, UPS, Patch Cords. Product List - IT products evolve at a rapid pace. One of the challenges to address as part of this effort will be the adherence to devices that have passed CBP Quality Assurance procedures. CBP has engineer staff that must test and approve all equipment prior to procurement being permitted. CBP will provide a base list of pre-approved equipment. As such the vendor(s) will be required to maintain a list of current products (approved and unapproved by CBP), the product's life cycle, and submit demonstration equipment upon request. •a. Maintain a list of current Products (CLIN) - The vendor must keep an up to date list of equipment that has been approved. The vendor must also keep a list of equipment that was submitted for approval, but not approved. (To prevent re-submission) •1. The product List must be accessible to all CBP employees •2. The product list must be searchable on any keywords of any descriptive characteristic of that item •3. The Product list when listing an item with sub-components, must be descriptive to the level of interchangeable parts. (i.e., desktops must contain details to the type of case, size of hard drive, video card model.)\ •b. Maintain a product's lifecycle, and replacement product - The vendor must keep up to date information on the current life cycle status of each piece of equipment in its product list. This information should be clearly available within the Product List. When a product has a supplier/manufacturer established end of life, the vendor shall propose a replacement product. •c. Submit demonstration equipment for inclusion into current products list. - When a replacement product is proposed to the government, the Government may request a demonstration unit of that product. This will be submitted to the government for engineering evaluation; the product will be evaluated and returned to the vendor with an approval or disapproval statement. •d. The product list shall be submitted electronically or posted to the contractor's secure ordering site. Shipping/Delivery - The vendor will have to be capable of providing real time tracking of equipment upon receipt of order. The vendor must also be able to manage logistics of large orders, ensuring that the delivery is coordinated in advance with the receiving POC. The Contractor shall deliver all items within 30 calendar days after acceptance of a delivery order or as proposed by the Contractor if for a lesser amount of time. The Contractor may request that it be permitted to make delivery within a longer period of time for extremely large orders, orders requiring special integration, and orders with diverse delivery locations. The decision to permit or negotiate a longer period of time for delivery rests exclusively with the Government. Data Assurance - all devices with the capability to maintain or store information must have provisions to be serviced without the need of the government to relinquish control of the media used to store said data. V. How to Respond : The offeror shall provide the following information in their technical capabilities statement: Company Information - •· Provide background information on your company. Include the company size, CAGE code, socioeconomic status, and POC information (name, email address, telephone, and fax numbers). •· Corporate Experience - Identify up to five similar existing or recently completed contracts including scope, dollar amount, and level of effort. •· Market - Describe and characterize the market for these services? Is there an interest in providing this capability? •· Methodology - Describe the recommended approach to satisfying these requirements, including the areas identified below. On a conceptual level, how do you conceive this requirement should be structured? You may include a high-level workflow diagram describing the process, if necessary. •· Best Practices - Describe industry best practices regarding how to develop a contract for a streamlined process for procuring and delivering IT equipment. •· Geographic distribution of supported equipment - Discuss your approach to accommodating CBP's large geographic footprint. Do you have teaming arrangements (with small or large businesses) or will you need to establish teaming arrangements to cover a larger geographical area? In addition, describe your supplier network. •· Size of equipment pool - Attached to the RFI are samples of different size orders placed by CBP. Discuss your approach and experience in providing such a large number of items. CBP estimates ordering approximately $100 million of equipment each year. •· Ordering - describe online catalog, ordering online, methods/details for tracking orders, i.e., shipped date, estimated delivery date, etc. Use of government credit cards for ordering. •· Scalability/Flexibility - Discuss the scalability and flexibility within your RFI response to accommodate supporting additional types and quantities of hardware products in differing locations and environments. Support Services - CBP currently has a maintenance support contract; however, in the event out of warranty services are needed, what is your capability of providing this, i.e., onsite repair of equipment, whether or not furnished under this acquisition? In addition, if installation services are required how would you address? •· Procurement Considerations - What contract types or conditions does industry believe are appropriate for these requirements? •· Other Risks and Issues - What other risks or issues related to providing this type of service under the recommended methodology above? What steps could be taken to mitigate these risks? •· List of GWACs or other contracting vehicles, including DHS' First Source, available for use. Response needs to be limited to 30 pages and the response should contain only technical and business information that specifically addresses the areas described above. DO NOT send marketing materials. QUESTIONS OR INQUIRIES: Questions regarding the RFI shall be submitted no later than 4:30 pm EST on Friday, December 7, 2012 to Jagdish Narayan at jagdish.narayan@dhs.gov. This notice is part of Government Market Research, a continuous process for obtaining the latest information on the commercial status of the industry. This RFI is for planning purposes, and does not constitute a commitment, implied or otherwise, that a procurement action will follow. CBP will use the information submitted in response to this notice at its discretion and will not provide comments to any submission; however, CBP reserves the right to contact any respondent to this notice for the sole purpose of enhancing CBP's understanding of the notice submission. The content of any responses to this notice may be reflected in any subsequent solicitation. In accordance with FAR 15.202(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. SUBMISSIONS ARE DUE no later than 2:00 PM (Eastern) on January 2, 2013. The response shall be e-mailed to: jagdish.narayan@dhs.gov. Responses must demonstrate compliance with the specifications listed above, include the applicable contract numbers and be submitted via e-mail, only, in Microsoft Office format. Responses to this notice will not be returned, nor will there be any ensuing discussions or debriefings of any responses. All packages submitted electronically or by electronic media shall be free of any computer virusIf a virus is found, the package will be destroyed and a replacement provided within 3 days after notification. Contracting Office Address: 1300 Pennsylvania Avenue, N.W., Room 1310 NP Washington, District of Columbia 20004 United States COMPLETE TECHNICAL SPECIFICATIONS / EQUIPMENT LIST IS INCLUDED AS AN ATTACHMENT TO THIS ANNOUNCEMENT
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