Inactive

INTRODUCTION: THIS IS NOT A SOLICITATION. This request for information (RFI) is issued for information and planning purposes only, do not submit a proposal. There is no obligation for the Government t... INTRODUCTION: THIS IS NOT A SOLICITATION. This request for information (RFI) is issued for information and planning purposes only, do not submit a proposal. There is no obligation for the Government to acquire any products or services described in this RFI. No funds have been authorized, appropriated, or received for this effort. The information provided may be used by the Department of Veterans Affairs (VA) in developing its acquisition strategy and Performance Work Statement (PWS). Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. The Government does not intend to pay for the information submitted in response to this RFI. BACKGROUND The purpose of the planned acquisition is to provide maintenance, repair, redesign, and service to sustain and develop the VHA Resilient High Frequency (HF) Radio Network (RHFRN). The Department of Veterans Affairs (VA) is planning to solicit a long-term fixed price (FP) indefinite delivery/indefinite quantity (IDIQ) service contract with an HF radio engineering services provider to sustain, maintain, and enhance the RHFRN s operational status. QUESTIONS AND CRITICAL CONSIDERATIONS FOR INTERESTED CONTRACTORS Responses are solely treated as information for the Government to consider. Direct or indirect costs incurred in response to this RFI are at the expense of the vendor, not the Government. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Any contract that might be awarded based on information received or derived from this RFI will be the outcome of a competitive process. It is requested that all companies interested in participating in this effort note their interest and respond to the areas identified in the Capabilities Statement and General Questions sections below. Please also provide, if desired, a brief overview of summary of your possible technical approach to meet the PWS requirements. CAPABILITIES STATEMENT THE PAGE LIMIT FOR RESPONSES TO THIS SECTION IS 15 PAGES. Provide Point of Contact information (name, email address, address, telephone, and fax numbers). Please identify your company s size status based upon the applicable NAICS code 811213 communications equipment repair and maintenance. If you believe another NAICS code should be applicable, please include the NAICS code you consider appropriate for this effort along with detailed supporting rationale in your response to this RFI. Please provide details regarding proposed joint ventures, teaming arrangements, strategic alliances or other business arrangements to satisfy requirements of the entire PWS. Provide a brief summary of your technical approach to meet VA s requirements in the attached draft PWS. Identify any modifications that would be required or recommended in the PWS to provide improved service or cost-effectiveness to the government, or improved competitiveness and fairness for bidders. Provide a brief functional overview of the service you are proposing. Management approach overview. Technical expertise of project managers, engineers, and proposed team in delivering RF communications services of the size, scope and technical complexity of the proposed acquisition. Experience and performance with contracts of the size, scope and technical complexity of the proposed acquisition. Customer Service and Responsiveness in contracts of the size, scope and technical complexity of the proposed acquisition. Nationwide distribution of service capability with minimal use of 3rd party service providers Recommended CLINs and preliminary cost estimates. These cost estimates are not bids and will not be used to screen future offerors. The cost estimates will be used only for ensuring sufficient funds are secured for the project and for developing the government s independent cost estimate. General Questions Are you a SDVOSB certified in VetBIz? Are you registered in SAM under NAICS code 811213? How to you plan to comply with 48 CFR § 52.219-14 - Limitations on Subcontracting? RESPONSE SUBMISSION Please submit responses via email to Steve Mabley at steve.mabley@va.gov by 12:00 pm Eastern Time, May 23, 2019. VA reserves the right to not reply to any emails, responses, and/or materials submitted. Performance Work Statement Page 6 of 35 DRAFT Performance Work Statement (PWS) for High Frequency Radio Network Maintenance Purpose. Maintenance, repair, redesign, and service to sustain and develop the VHA Resilient High Frequency (HF) Radio Network (RHFRN). Background. In January 2015, VHA engaged ByLight Technical Services, Inc., with a 5-year contract to design, build, and maintain an HF radio network, which was later named the RHFRN. The purpose of RHFRN is to provide an alternate form of communication for VHA facilities when other forms of communication fail. The original RHFRN structure assigns two Backbone sites for each CONUS station (125 watts). The Backbone sites were intended to provide net control and HF-telephone interface for the stations within their catchment area and beyond. The OCONUS sites (San Juan, Honolulu, and Anchorage) are connected to the network via a single 500 watt directional link to dedicated CONUS sites (Bay Pines, Loma Linda, and American Lake, respectively). The Network Composition table, below, summarizes the entire RHFRN. Network Composition Type Qty Locations Components 125w Fixed Sites 146 6 1 1 VA Medical Centers Consolidated Mail Order Pharmacies VA Central Office, DC VHA OEM, Martinsburg Codan Envoy w/Console, Antennas: Codan 3048, Hilomast NVIS Loop, Codan 3040 whip 500w or 125w Long Haul 6 Anchorage--American Lake Honolulu--Loma Linda San Juan--Bay Pines (125w) Codan Envoy w/Console, 500w amplifier, Codan 3033 telephone interface, Antennas: HexBeam, B&W Dipole, Codan 3048 125w Backbone 13 Albuquerque Bay Pines Boise Canandaigua Castle Point Loma Linda Montgomery Omaha Reno Salt Lake City Sheridan Wichita Temple 2x Codan Envoy w/Console, Codan 3033 telephone interface, Antennas: Codan 3048 whisker, Hilomast NVIS Loop. 125w Mobile 14 Atlanta Dallas Denver Detroit Los Angeles Martinsburg 3x Portland 2x Tampa Travis AFB Tuscaloosa Phoenix Codan Envoy w/Console, Whip antenna 125w Go-Pack 0 Codan Envoy 125w digital radio, Pellican case, White Wolf tactical NVIS antenna Total 171 Sites 187 Radios Objectives. The Department of Veterans Affairs (VA) seeks a long-term fixed price (FP) indefinite delivery/indefinite quantity (IDIQ) service contract with an HF radio engineering services provider to sustain, maintain, and enhance the RHFRN s operational status. Scope. The scope of this project includes all RHFRN sites across the United States, all RHFRN radio hardware and software (radios, amplifiers, consoles, telephone interconnects, cabinets, racks, cabling, grounding, antennas and associated mounting systems, wireless links, profiles and firmware, and any other system components), all current and anticipated enhancements of RHFRN capabilities (ALE, telephone connectivity, voice, encryption, MT63 and other modes of text communication, Codan RC50, SHARES Network, SHARES WinLink and other forms of HF e-mail, and internet connectivity, if installed, and disaster response and recovery, and EMP mitigation strategy development). Most on-site and remote support work under this contract may be accomplished during normal business hours, however the VA requires an option for 24/7/365 and disaster-affected area emergency support, if required. The Contractor will use Codan-certified technicians and engineers that are college-degreed, state-licensed (if provided in the state of residence/practice), and otherwise fully qualified in RF design, installation, repair and maintenance services on Codan equipment. Mandatory Tasks and Deliverables. The contractor shall acquire all required equipment and fully-qualified personnel for services provided under this contract. If for any reason any deliverable cannot be delivered on time according to the schedule below, the contractor shall provide a written explanation no less than three (3) days prior to the due date, to the Contracting Officer Representative (COR). This written transmittal shall include a firm commitment of when the work shall be completed. This transmittal to the COR shall cite reasons for the delay, and the impact on the overall project. The COR will review facts with the program office and issue a response in accordance with the contract terms and conditions. Specifically, the contractor shall provide and perform the following: Management Plan. The contractor shall provide a detailed project management plan and briefing for the VHA project team, which presents the contractor's plan for completing the contract. The contractor's plan shall be responsive to this PWS and describe, in further detail, the approach to be used for each aspect of the contract as defined in the technical proposal. At a minimum, the project management plan shall include the risk control and quality assurance, technical management approach, proposed personnel and minimum qualifications for personnel performing for the various services to be provided. The contractor shall keep the project management plan current within one week throughout the period of performance and immediately provide updates to or report deviations from the Plan to the COR. Deliverables: Provide a detailed initial project management plan and briefing within 3 weeks of award. Provide updated project management plans within one week of any needed changes to ensure accuracy and currency of the plan. Immediately report any variance of performance from the Management Plan to the COR and Contracting Officer. Project Management Coordination. Contractor s project management team must coordinate closely with the COR and VA project Management Team. Information Requests. The Contractor will respond to all inquiries and information requests in a timely manner. If the Contractor s response is not fully complete a plan and estimated time for completion date will be provided. The Contractor will respond to all inquiries and information requests via e-mail, or if requested by telephone, within 2 business days. Deliverable: Reply to information requests within 2 business days Project Coordination Meetings. Regular, virtual meetings will be convened by the COR for coordinating all work under the contract, probably at monthly intervals, but the frequency and duration may be adjusted upon request of the COR or Contractor. Contractor s key personnel knowledgeable of the subject matter to be discussed must be in attendance. Deliverable: Virtual attendance in monthly project coordination meetings. Special Meetings. Special meetings may be requested by the Contractor, Contracting Officer, or COR when there is a perceived need. Contractor s key personnel knowledgeable of the subject matter to be discussed must be in attendance. Project Status Reports. Project status reports must be prepared by the Contractor and delivered to the COR at regular intervals, with the content and periodicity determined by the COR. Initially, a monthly report will be required containing the following: Status of all contract tasks Current operability and status of all incomplete work List of all work completed in past 6 months List and schedule of all upcoming work Deliverable: Submit Project Status Reports to the COR each month, one week from the first business day of each month Service Management System. The contractor will provide three means for VHA Radio Station personnel to seek service or assistance. Web-Based Service System. The Contractor will provide web-based ticket entry system for entering service requests. The requestor, COR, and any other personnel the COR designates will immediately receive a confirmation e-mail containing a description of the issue, the affected site, and a service ticket number for tracking. Requests entered through the web-based service ticketing system will receive a response addressing their specific problem (the automated confirmation email does not meet this requirement), and a plan for follow-on service delivery, within 2 business days. The Web-based system will provide a dashboard presenting the status of all open and closed trouble tickets Deliverables: Automatic, immediate e-mail to COR and other designees for every entry in the web-based service system Response to customer within 2 business days of entering a web-based service request Telephone Service Desk. The Contractor will provide a telephone number where assistance and troubleshooting services can be accessed during government workdays between 07:00 and 20:00 eastern time. Callers during these hours will be able to receive immediate first-level operational assistance and troubleshooting, or a call-back within one hour. Callers outside service desk hours will receive a return call the next business day. Every phone request will be logged by the telephone service provider into the web-based service request system, contain a statement of whether the issue is resolved or open, and if open a plan for follow-on service delivery. Deliverables: Telephone service desk offers technical support and troubleshooting from 07:00-20:00 eastern time on business days. Calls returned within 1 hour. All calls are immediately logged into web-based service request system Emergency Remote Technical Assistance. Emergency remote technical assistance will be available via telephone 24/7/365 for a service fee to be stated in the contract. It is expected that this emergency service will be infrequently used. Only the COR or other designated personnel may request emergency remote assistance services. The responsiveness standard for this service a return phone call within one hour. Requests for emergency remote assistance will be logged into the web-based service system for documentation purposes. Deliverable: Emergency calls returned by technical support personnel 24/7/365 within one hour. Radio Operator Training On-Site Training. The Contractor shall offer on-site radio operator training of at least 6 hours to be authorized by the COR and scheduled by the designated site POC in every instance. Training will include: Basic HF propagation principles, basic Codan Envoy operation in voice, ALE direct, HF-PSTN, MT63, and email communications, and any other standard modes of HF communication developed for use by VA, troubleshooting and built-in-tests, profile and firmware updating, and other basic content that may be necessary to add. Training will include hands on radio operation for every student. A hard copy syllabus with reference guidance for radio operation will be provided each training participant. Training documentation will be prepared at the training that includes the training date, start and end times, site name and city, trainer name, all attendees, and sign-off/acceptance by the site POC. Deliverable: Training provided when authorized and coordinated with the facility POC. Virtual Training. The Contractor shall offer virtual radio operator training to be authorized and scheduled by the COR in every instance. Training in web-meeting format will include: Basic HF propagation principles, basic Codan Envoy operation in voice, ALE direct, HF-PSTN, MT63, and email communications, and any other standard modes of HF communication developed for use by VA, troubleshooting and built-in-tests, profile and firmware updating, and other basic content that may be necessary to add. Training guide attendees through hands on radio exercises. A digital syllabus with reference guidance for radio operation will be provided each training participant. Training documentation will be prepared at the training that includes the training date, start and end times, trainer name, a list of all attendees, and will be signed by the trainer. Deliverable: Virtual provided when authorized and coordinated with the facility POC. Deliverables: Signed training documentation submitted to the COR for every training conducted within one week of training completion. Syllabus and operational reference materials given to each training attendee prior to start of training. Profile Management. The contractor will maintain and update all the RHFRN component profiles to ensure the network operates as intended, and ensures all profiles are updated as appropriate to incorporate new stations or components or changes in network frequencies or configurations. The Contractor will always maintain a current entire set of network profiles, and will provide the COR with all new updated versions within one week of changes. The Contractor will maintain situational awareness of the SHARES network and ensure VA profiles include the most recent changes in SHARES. The Contractor will also integrate local and regional HF networks into VA profiles ar appropriate or requested. The current component profile(s) will be confirmed and/or uploaded on every Contractor site visit. The Contractor will be prepared to provide updated profiles on USB memory device via express mail whenever requested or authorized by the COR. Deliverables: Updated versions of profile templates and files will be provided to the COR via email within one week of changes. Profiles will be provided to VA facilities by USB memory device via express mail, when authorized. Scheduled Maintenance. The contractor will provide on-site scheduled maintenance annually to every RHFRN component. The contractor shall propose for VA acceptance a checklist and work record that will serve as documentation of scheduled maintenance performed. The VA may add and the Contractor may propose changes in the maintenance checklist. The contractor will distribute changes in the checklist within one week of VA approval. All scheduled maintenance visits will be scheduled at the convenience of the site POCs. Onsite scheduled maintenance will include: Firmware and Profile Updates. The Contractor will ensure all RHFRN component firmware and profiles are the current versions on every site visit. BIT test. SWR Check. Visual inspection of all power, ground, and communications connections for tightness, code compliance, corrosion, and maintain as needed Visual inspection of the antenna and weather-exposed components Confirm full system operability with another VHA RHFRN site Open all water-tight enclosures to ensure there is no moisture intrusion check power supply voltage loaded and unloaded check all ground connection at the antenna and retighten. Insure grounds are R56 compliant inspect antenna mounting bases and support structure for any corrosion and maintain as needed Check that all sites have an emergency antenna and associated accessories, and inspect it for any damage Communications Test. Direct ALE Call or other voice communication to another VHA RHFRN site, encrypted and unencrypted. Deliverables: Scheduled Maintenance Checklist. A Scheduled Maintenance Checklist Template will be proposed by the contractor within 2 weeks of award. The Template must have version control markings, facility name, number, and location, VA facility POC, technician name and times arrival and departure, any issues identified and addressed, any issues identified and remaining unaddressed, a section for the facility POC to sign to accept the work, ... Within one week of VA approval, the Contractor will distribute the Checklist Template and any subsequent updates to affected parties Schedule. The contractor will schedule maintenance directly with VA Facility POCs, in coordination with the VA COR. The contractor will provide the service schedule monthly to the COR showing completed and scheduled service at all sites. Maintenance Record with Acceptance. The Contractor will provide a copy of the completed Scheduled Maintenance Checklist via e-mail to the COR within 2 weeks of the date accepted and signed. Non-Routine On-Site Services: The Contractor will provide non-routine on site services, such as troubleshooting, surveys, repair, component relocation when authorized or requested by the COR. All on-site service visits will be scheduled at the convenience of the site POCs. On-Site Services Response Time. Standard Response Time is one month from the date of request or identified need. All non-routine on-site service should be provided within the standard response time, unless more rapid response is authorized. Rush Response Time is 2 weeks from the date of identified need or COR authorization. Rush response time is authorized for all service to Long Haul or Teleconnect radio systems or as otherwise authorized by the COR. Emergency Response Time is 24 hours from the time authorized by the COR. Warranty Services. The contractor will provide warranty services for Codan and other manufacturers equipment, when needed. When components are removed and sent to the manufacturer for warranty evaluation, the Contractor will coordinate immediate replacement of inoperable components with new or refurbished equipment minimizing station downtime (VHA will maintain a small inventory of replacement components which could be used, as available). Site Surveys. At the request of the COR or when on-site evaluation indicates that redesign, rearrangement or relocation of a radio station or its components is required, a site survey must be conducted to document facility layout, desires, and limitations which will support the preparation of an installation plan. Service Record Template. A Service Record Template will be proposed by the contractor and must include must have version control markings, facility name, number, and location, VA facility POC, technician name and times arrival and departure, description of work performed, results of any evaluations or analysis, any issues identified and addressed, any issues identified and remaining unaddressed, a section for the facility POC to sign to accept the work, ... Deliverable: Proposed Template delivered to the COR within 2 weeks of award, and updated versions provided within one week after VA approval of changes Temporary Relocation of Systems or Components. Components of radio stations often must be relocated temporarily or permanently for various reasons, including construction, building repair and maintenance, changes in space utilization by the host facility, and changing or relocation of operations. Deliverables: Schedule. The contractor will schedule authorized non-routine site visits directly with VA Facility POCs, in coordination with the VA COR. The contractor will include the non-routine on-site services in the monthly service schedule e-mailed to the COR showing completed and scheduled service at all sites. Service Record with Acceptance. The Contractor will provide a copy of the completed Service Record via e-mail to the COR within 2 weeks of the date accepted and signed. New Installations and Relocation, Removal, and Reconfiguring of Existing Systems. When VA HF systems must be relocated, redesigned, removed, or reconfigured in any way such work must be authorized by both the VA Facility Engineer and the COR. The VA work authorization will be based upon review and approval of the Contractor s proposed Work/Installation Plan and Cost Estimate. The contractor cannot expect VA review and approval in less than two weeks and the review may result in requests for changes, so the Contractor should consider such delays when scheduling on-site work. The VA may accept, request changes in, or defer the proposed work. If accepted, the Contactor and the site POC will schedule the work at the convenience of the facility POCs. Work/Installation Plan & Cost Estimate. The contractor will provide a proposed work/installation plan and cost estimate prior to any proposed site reconfiguration. The cost estimate will be based on the fixed prices in the contract so the COR can track resource depletion. Maintenance Record with Acceptance. The Contractor will provide a copy of a completed Scheduled Maintenance Checklist, which will also include a description of the work completed, as documentation of successfully completed site work via e-mail to the COR within 2 weeks of the date accepted and signed. As-Built Documentation. The Contractor must accurately document the actual installation and submit As-Built Documentation to the COR within 4 weeks of the date accepted and signed. The As-Built documentation must include component models and serial numbers, exact locations, photographs of the components in place and grounding compliance. Submit as-built design drawings, to include elevation and floor plan drawings and wiring diagrams to the installed facility and to VHA OEM. Deliverables: The Contractor will provide a proposed work/installation plan and cost estimate for VA approval prior to any proposed site installation or reconfiguration. Contractor will submit a completed Scheduled Maintenance Checklist to the COR within 2 weeks of the date the work was accepted and signed. Contractor will submit As-Built Documentation to the COR within 4 weeks of the date the work was accepted and signed. Compatibility and Standards Compliance Use of 3rd party components that are not Codan-approved or authorized will not be used unless by authorization by the COR. All installations and repairs will be in accordance with the original equipment manufacturers (OEM) commercial specifications, will be consistent with the highest quality workmanship and commercial practices, and will comply with all applicable code and regulatory requirements, including: All site work must comply with all applicable regulations and consensus standards, Motorola R56, and VA and facility requirements for installation and construction work. Uniform Building Code; Motorola s R56 manual, Standards and Guidelines for Communication Sites (R56), which contains technical and experiential guidance for RF site design, fabrication, and installation for grounding; NFPA 780 Lightning Protection Standards NFPA National Electric Code; Other applicable federal codes and ordinances All radio equipment and accessories will be connected to the facility s emergency power system, if available. Warranty. The Contractor shall warranty full functionality and operability of the network, each station and all components, including installation and configuration services for 3 years after installation. Schedules for Mandatory Deliverables The contractor will follow project schedule below in delivering the requirements under this contract. Table of Base Period Mandatory Deliverables Due Dates Reference Deliverable Due Date 5.1.1.1 Project Management Plan and briefing 3 weeks of award. 5.1.1.2 Updated project management plans 1 week of change 5.1.1.3 Report any variance of performance with respect to Performance Management Plan Immediately, <1 business day 5.2.1 Respond to information requests 2 business days 5.2.2 Project coordination meetings monthly 5.2.4 Project status reports By the 7th day of each month 5.3.1.1 e-mail to COR and other designees for every entry in the web-based service system Immediately (<1 hour) 5.3.1.2 Response to customers entering a web-based service request 2 business days 5.3.2.1 Telephone service desk operational Business days, from 07:00 to 20:00 eastern time. 5.3.2.2 If call not answered and message left, customer is called back Calls returned within 1 hour 5.3.2.3 All calls logged into web-based service request system Immediately (<1 hour) 5.3.3 Emergency phone assistance Response within 1 hour, 24/7/365 5.4.1 On-site training provided in coordination with the facility POC. When authorized 5.4.2 virtual training provided in coordination with the COR. When authorized 5.4.3.1 Signed training documentation submitted to the COR for every training conducted 1 week of completion 5.4.3.2 Syllabus and operational reference materials given to each training attendee prior to start of training 5.5.1 Profile updates provided to COR Within 1 week of changes 5.5.2 Profiles will be provided to VA facilities by USB memory device via express mail When authorized. 5.6.xx.1 Proposed Scheduled Maintenance Checklist 2 weeks of award & 1 week after changes made 5.6.xx.2 Scheduled maintenance schedule monthly 5.6.xx.3 Maintenance record with acceptance submitted to COR 2 weeks after completion 5.7.1.1 Standard on-site services provided One month of request 5.7.1.2 Rush on-site services provided 2 weeks month of request 5.7.1.3 Emergency on-site services provided when requested by COR 24 hours of request 5.7.4 Service Record Template 2 weeks post award & 1 week after approved changes 5.7.6.1 Service schedule e-mailed to COR monthly 5.7.6.2 Completed service record with acceptance 2 weeks after completion Period of Performance. Period of performance is five years from contract award date. Place of Performance. VA Facilities nation-wide. Attachment: List of Existing VHA RHFRN Stations INSERT SITE LIST Personnel. Contract personnel shall possess expertise in HF radio system design, installation, testing, evaluation, and troubleshooting. All personnel providing design, reconfiguration, troubleshooting, and installation services, must be certified by Codan and be certified in Motorola R56. A degreed RF engineer (and if so regulated by the state in which the company is doing business, be a licensed engineer) will conduct and supervise all HF system design and modification work. The Contractor will provide a list of all personnel who will be working on this project and their Codan and R56 certificates, engineering diplomas and licenses. The Contractor will also provide the names, qualifications and points of contact for all personnel who will be managing the project. Removal of Personnel. The Contracting Officer may notify the Contractor and request immediate removal of any personnel assigned to the task order by the Contractor that are deemed to have a conflict of interest with the government or if the performance is deemed to be unsatisfactory. The reason for removal will be documented and replacement personnel shall be identified within three business days of the notification. Employment and staffing difficulties shall not be justification for failure to meet established schedules Substitution of Key Personnel. All Contractor substitutions shall be submitted in writing to the COTR and the Contracting Officer with 48 hours of any intended changes. New personnel shall not commence work until all necessary facility contractor security and access requirements have been met. The Contractor shall be responsible for managing and overseeing the activities of all Contractor personnel, as well as subcontractor efforts used in performance of this effort. The Contractor s management responsibilities shall include all activities necessary to ensure the Accomplishment of timely and effective support, performed in accordance with the Requirements contained in the performance work statement. Type of Contract. The Government anticipate the award of Indefinite Delivery Indefinite Quantity (IDIQ) Firm- Fixed Price contract for this effort. Changes to the PWS. Any changes to this PWS shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor. Government and Contractor Responsibilities. VHA OEM shall provide the contractor with quarterly updates to the RHFRN Site list including site POCs. The contractor shall request other VA documentation deemed pertinent to the work accomplishment directly from the COR. 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. The co...