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REQUEST FOR INFORMATION (RFI) Page 3 of 15 Quantum Library LTO8 Professional Services N059 Installation of Equipment 238210 Electrical Contractors and other Wiring Installation Contractors THIS IS A S... REQUEST FOR INFORMATION (RFI) Page 3 of 15 Quantum Library LTO8 Professional Services N059 Installation of Equipment 238210 Electrical Contractors and other Wiring Installation Contractors THIS IS A SOURCES SOUGHT FOR MARKET RESEARCH PURPOSES ONLY. The Program Contracting Activity Central, St. Louis (PCAC) Office is in the process of determining if any other companies are interested and capable of providing the below professional services. ILEAD purchased a Quantum LTO 8 Library to support the production and postproduction workflow for the Salt Lake City, UT facility. The Salt Lake Quantum LTO 8 Library requires professional services to integrate the library. Including installation of the shared storage controller, system configuration with testing and final testing documentation, network attached storage (NAS) installation, LTO library installation, configuration of the LTO library, data migration from the current XenData LTO 6 library to the Quantum LTO 8 library with final testing documentation. Full integration with Marquis Project Parking with final testing and integration documentation. A certified Quantum integrator shall do all the work. This is sources sought notice and request for information (RFI). This is not a formal solicitation. Any formal solicitation will be announced separately at a later time. Please note that the number used for this sources sought is different from the one that will be used in the pre-solicitation notice. Information provided to the Government as a result of this posting is strictly voluntary, given with no expectation of compensation, and clearly provided at no cost to the Government. This RFI aims to identify if any companies are capable and interested in providing professional installation services of a Quantum LTO 8 Library. Final statement of capability response submissions, budgetary estimates and this form must be submitted via email no later than 3PM CT on Thursday, February 29, 2024. Reference #: 36C77624Q0132 Submissions MUST be emailed to Contract Specialist, Jesus Reyes at: Jesus.Reyes3@va.gov. The St. Louis PCAC Office needs the following information when you respond: A) Company Information Company Name: Company Address: SAM s Unique Entity ID: SAM s Expiration Date: Point of Contact Name and Title: Point of Contact Tel/Cell: Point of Contact Email: Type/Size of business relative to NAICS code 238210. If you have a more accurate NAICS, please provide it here as well: B) Federal Supply Schedule, NASA-SEWP, or other suggested contract vehicles (if applicable): Suggested Contract Number: NAICS code connected to this suggested contract: All socio-economic groups (small and large businesses) are encouraged to respond to this request. The North American Industry Classification System (NAICS) anticipated for this requirement is 238210. The size standard for this NAICS code is $19M. SAM registrations shall incorporate the representations and certifications of the company identifying the NAICS of 238210. Notice to Vendor Community: All businesses who provide goods or services to the United States Federal Government MUST be registered in the System for Award Management (SAM) website www.sam.gov. The registration shall be kept active throughout the contract's life if issued. Additionally, all Service-Disabled Veteran Owned Small Businesses or Veteran Owned Small Businesses who respond to a solicitation must be registered with the U.S. Small Business Administration (SBA) for Veteran Small Business Certification (VetCert) Registry located at https://veterans.certify.sba.gov/. Requirements Description Deliverable Description Quantity Unit Estimate Total Estimate 0001 Shared Storage Controller Installation IAW PWS. 1 $ $ 0002 Base Storage System Configuration, set up of controllers, Configuration of storage, Testing and Documentation IAW PWS. 1 $ $ 0003 Shared Storage Installation (per unit - head or JBOD/expansion) IAW PWS. 1 $ $ 0004 Installation of a new LTO Library, Physical installation, Cabling, and Environmental documentation IAW PWS. 1 $ $ 0005 Configuration of a new LTO Library, Configuration, Connectivity testing, and Environmental documentation IAW PWS. 1 $ $ 0006 Travel and Expenses IAW PWS. 1 $ $ 0007 Data Migration IAW PWS. 1 $ $ Total Estimate: $ DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. 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. Responders are solely responsible for all expenses associated with responding to this RFI. End of Document INSTITUTE FOR LEARNING, EDUCATION AND DEVELOPMENT (ILEAD) PERFORMANCE WORK STATEMENT (PWS) Salt Lake City Quantum LTO Library Professional Services Page 15 of 15 Performance Work Statement (PWS) DEPARTMENT OF VETERANS AFFAIRS Institute for Learning, Education and Development (ILEAD) Salt Lake City Quantum LTO Library Professional Services Version 1.0 Dated 09/28/23 1.0 Title of Project: ILEAD Salt Lake City Quantum LTO Library Professional Services 2.0 Background: The Department of Veterans Affairs (VA), Institute for Learning, Education and Development (ILEAD) has a media broadcast facility in Salt Lake City, UT. This facility supports both media production and postproduction. ILEAD in fiscal year 23 purchased a Quantum LTO 8 Library to support the production and postproduction workflows at this facility. This Quantum LTO library will also support remote disaster recovery archiving of ILEAD media systems databases in St. Louis, MO. including the ProTrack broadcast traffic system. The Salt Lake Quantum LTO 8 Library requires professional services to integrate the library including, installation of the shared storage controller, system configuration with testing and final testing documentation, network attached storage (NAS) installation, LTO library installation, configuration of the LTO library, data migration from the current XenData LTO 6 library to the Quantum LTO 8 library with final testing documentation. Full integration with Marquis Project Parking with final testing and integration documentation. All work shall be done by a certified Quantum integrator. 3. Scope of Work: The contractor shall provide all labor, supervision, and other resources required to deliver all onsite and remote professional services, onsite integration, onsite testing, onsite training, as described in this Performance Work Statement (PWS). The Contractor shall fully integrate the Salt Lake City Quantum LTO 8 library. This shall include the data/content migration from the XenData LTO 6 library and integration with Marquis Project Parking. The professional services shall include the following: Interrogate the XenData database platform for health, barcode and file data. Modify in-house scripts used for the previous STL/DC/SLC XenData database migration to the St. Louis Quantum LTO 8 Library system. Install LTO-7 tape drive in the new Quantum LTO 8 tape library for the data transfer from the XenData LTO 6 library. The LTO 7 drive will be furnished by the contractor for this operation, then returned to the contractor , when all job duties are completed. Train SLC tech on how to add XenData LTO 6 tapes into the Quantum LTO 8 tape library, using the LTO 7 drive. Develop scripts to read from the LTO 6 tapes and copy to the Quantum SN filesystem. Transfer all data from the LTO 6 tapes using the LTO 7 drive, until all of the LTO 6 tapes data has been transferred to the new Quantum LTO 8 library. Develop script to ensure 100% of files that are retrievable are transferred from XenData library to the Quantum library database filesystem. When the migration of all of the data from the XenData library is complete, have a SOP for the SLC tech to remove LTO-7 tape drive and replace with the LTO 8 drive, purchased with the Quantum LTO 8 library. Repartition the Quantum LTO 8 tape library, moving slots used for migration to primary partition status. Full integration with Marquis Project Parking. All work shall be performed by a certified Quantum integrator. 4.0 Applicable Documents: None 5.0 Mandatory Tasks and Deliverables: The Contractor shall perform the mandatory tasks and provide the specific deliverables as described in this Performance Work Statement (PWS). If, for any reason, any deliverable cannot be delivered on time according to the below schedule, the Contractor shall provide a written explanation to the Program Manager (PM)/Contracting Officer s Representative (COR) three days prior to deliverable due date. This written transmittal shall include a firm commitment of when the work shall be completed. This transmittal to the PM/COR shall cite the reasons for the delay and the impact on the overall project. The Contractor shall not commit or permit any act that interferes with the performance of work awarded to another Contractor or with the performance of Government employees. Task 5.1 The contractor shall develop a detailed Contractor Project Management Plan (CPMP) and briefing, which may be held in conjunction with a formal Government post-award meeting for ILEAD. The CPMP shall present the Contractor's plan for completing the contract and 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 Contractor s technical proposal. The CPMP shall include the Contractors project plan to fully integrate the Quantum LTO 8 library. At a minimum, the CPMP shall include the Contractor s plan for managing the project, risk, plan to prevent overall system downtime, quality, scope, change management, detailed schedule, and Contractor staff. The Contractor shall record and distribute minutes of the contract post-award meeting. Deliverable 5.1: A. Contractor Project Management Plan B. Contract Post-Award meeting minutes Task 5.2: The contractor shall provide and deliver required professional services for the integration of the Quantum LTO 8 library. Professional Services Item Quantity Description 1 1 Shared Storage Controller Installation 2 1 Base Storage System Configuration Set up of controllers Configuration of storage Testing Documentation 3 1 Shared Storage Install Shared Storage Install (per unit - head or JBOD/expansion) 4 1 Installation of a new LTO Library Physical installation Cabling Environmental documentation 5 1 Configuration of a new LTO Library Configuration Connectivity testing Environmental documentation 6 1 Data Migration from XenData LTO 6 library Deliverable 5.2: The Contractor shall provide Contracting Officer Representative (COR) all final user acceptance testing (UAT) reports. Task 5.3: The Contractor shall provide onsite services to include: installation, configuration and integration and training of Quantum LTO 8 library with minimal downtime. Deliverable 5.3: The Contractor shall provide Contracting Officer Representative (COR) a project closeout report to include: Documented final proof of professional services: commissioning, performance testing, configuration settings, any project issues with resolution/s. Task 5.4: The Contractor shall provide one-day onsite User and Administrator training for the Quantum LTO 8 library. Training shall be conducted within 1 day of Quantum LTO 8 library installation/integration. Deliverable 5.4: Complete one-day face to face onsite Training session for both User and System Administrators. Contractor shall provide copies of User Manuals and all applicable training manuals and training completion certificates for all attendees. Table 1 Mandatory Deliverable Table Deliverable Description Quantity Due Date 5.1A Contractor Project Management Plan 1 Within 10 days of contract award 5.1B Contract Post-award meeting minutes 1 Within five days of scheduled event 5.2 Onsite Professional Commissioning Services report 1 Within 90 days of contract award 5.3 Training on Quantum LTO 8 library (User and Administrator roles) 1 Immediately after completion of onsite project commissioning completion 6. Evaluated Optional Tasks and Deliverables: N/A 7. Quality Control: 7.1 Contractor s Quality Control Program: The Contractor shall develop and maintain an effective internal quality control program to ensure that services performed are in accordance with the PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The PM/COR will certify receipt of services and/or goods and recommends acceptance of the services/deliverables. This process will be used for approval of payment for the Contractor s invoices and will serve as the mechanism to document that the overall performance of the Contractor has been acceptable for the period of time covered by the invoice. Table 1. Performance Requirements Summary (PRS) - The deliverables are shown below. The Performance Standard is defined as Work being completed within established timeframes. Performance Indicator Performance Standard Minimum Acceptable Standard Method of Surveillance Frequency Professional services for the integration of the SLC Quantum LTO 8 library including all requirements in section 3 and 5. Fully functioning and operational Quantum LTO 8 library system; system shall maintain a 98% or better in-service rate 2 or less instances where equipment failures or errors identified Direct Observation/User report With completion of the UAT testing. 8. Government-Furnished Equipment (GFE)/Government Furnished Information (GFI): N/A 9. Performance Details: 9.1 Period of Performance: The period of performance for the professional services for the SLC Quantum LTO 8 library shall be 90 days of contract award. 9.2. Place of Performance: Work shall be performed at the ILEAD media facility at Wallace F. Bennett Federal Building, 125 South State Street #2224, Salt Lake City, UT 84138 . The Contractor shall provide services during normal business hours from 8:00 A.M. to 4:30 P.M. local time, Monday through Friday, or as otherwise specified. 9.3 Observance of Government Holidays. There are 11 Federal holidays set by law (USC Title 5 Section 6103). Under current definitions, five are set by date: New Year's Day January 1 Juneteenth 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 holidays 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 9.4. Type of Contract: The Government anticipates award of a Firm Fixed-Price contract. 9.5. Travel: The Government will not be responsible for travel cost. Contractor must consider this cost when submitting quote. The Government anticipates travel under this PWS to include attending contract-related meetings through the period of performance. Anticipated Travel Locations Estimated Number of trips Estimated Number of Contract personnel Estimated Number of days per trip SLC Quantum LTO 8 library professional services onsite 1 1 5 plus 2 days travel 9.6 Contractor Reporting Requirements: N/A 9.7 Contract Post-Award Meeting: The Contractor shall not commence performance on the tasks in this PWS until the CO has conducted a post-award meeting or has advised the Contractor that the post-award meeting has been waived. 10. Formal Acceptance or Rejection of Deliverables: The Government will review each deliverable within 10 business days and provide comments. The Contractor shall have 10 business days to incorporate the Government s comments and make appropriate revisions. 11. Changes to the PWS: Any changes to this PWS shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a contract folder, along with all other products of the contract. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor. 12. Security Requirements: 12.1. GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as Department of Veterans Affairs (VA) and VA personnel regarding information and information system security. 12.2 NARA Records Management 1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. 2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. 3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. 4. VHA Institute for Learning, Education and Development (ILEAD) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA ILEAD or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VHA ILEAD. The agency must report promptly to NARA in accordance with 36 CFR 1230. 5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VHA ILEAD control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). 6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA ILEAD guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. 7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA ILEAD policy. 8. The Contractor shall not create or maintain any records containing any non-public VHA ILEAD information that are not specifically tied to or authorized by the contract. 9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. 10. The VHA ILEAD owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA ILEAD shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. 11. Training.  All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #4192704, Records Management for Everyone. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. 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. Responders are solely responsible for all expenses associated with responding to this RFI. End of Document Quantum Library LTO8 Installation of Equipment and Professional Services