1. Brookhaven National Laboratory Telephone System Replacement (Ongoing) Case Study Scott Bradley bradley@bnl.gov 15 July 2010

2. When We Last Left Our Heroes… BNL Must Replace it’s Legacy Telephone System to Support Increased Capacity Requirements VoIP Telephony to be Deployed to the Maximum Extent Possible RFP Was Submitted to DOE Area Office for Approval 4 Feb 2010 4 Year Network Upgrade to Make It VoIP Capable (PoE, QoS), Plus 2 Hour UPS Underway

3. Existing System

4. Seamless Interoperability Over 4 Year Transition Period an Absolute Requirement

5. MILESTONE DATES (as of 2/10) Expression of InterestMarch 20, 2009 RFP Release22 Feb 2010 (?) Pre-Bid Conference3-4 March 2010 Pre-Contract Award MeetingMay 3, 2010 Contract Award June 1, 2010 ITD Test Bed Operational 30 November, 2010 NSLS-II (350 lines)January 31, 2011 ISB-I (250 lines) September 28, 2012

6. …But That Was Then, This Is Now… RFP Took >4 Months to be Approved by DOE Area Office (doh!) Project Milestones Have Slid Considerably as a Result Fortunately, So Have Operational Drivers (whew!)

7. CURRENT MILESTONE DATES Expression of InterestMarch 20, 2009 RFP ReleaseJune 16, 2010 Pre-Bid ConferenceJuly 27-28 2010 Proposal Due DateAugust, 31 2010 Contract Award December 1, 2010* ITD Test Bed Operational April 1, 2010 NSLS-II (350 lines)January 31, 2012 ISB-I (250 lines) September 28, 2012 *Requires DOE Area Office Approval

8. Breaking News DOE Policy Flash 2010-48 (received two days after publication of RFP) SUBJECT: Acquisition LetterIFinancial Assistance Letter (ALIFAL) 201 0-06, Acquiring Information Technology, Requirement to Comply With Internet Protocol Version 6 (IPv6) SUMMARY: ALIFAL 201 0-06 provides notice that the Civilian Agency Acquisition Council and the Defense Acquisition Regulations Council are issuing a final rule amending the Federal Acquisition Regulation (FAR) to require that Internet Protocol Version 6 (IPv6) compliant products be included in all new information technology (IT) acquisitions using Internet Protocol (IP). ALIFAL 2010-06, accordingly, updates the IPv6 guidance provided in AL-2006-04. This Flash and its attachment will be available online at the following website: http://management.energv.aov/policy_guidance/policv_flashes.htmhttp://management.energv.aov/policy_guidance/policv_flashes.htm. Bids must include the statement: “All devices running IP are IPv6 compliant.”

10. Further Planning Implementation Project Plan Well Flushed Out Separate Budgets Created to Charge T&M Against Project, Funded By Telecom Recharge Two Additional FTE’s (one network engineer, one telecom professional) Hired to Support Project

11. Lessons Learned Since Last ESCC The Amount of Bureaucratic Delay Can Never Be Overestimated For Procurements >$5M, DOE Area Office Should Be Engaged at the Start (!) While a Formal Acquisition Plan was Submitted to Area Office 8/09, Close Involvement in RFP Development Should Have Been Invited DOE Area Office to Participate in Vendor Pre-Bid Meeting, Will Observe All Meetings of PEP

12. By Next ESCC, If Things Remain on Schedule* Contract Will Be Awarded Vendor Project Team & BNL Project Team Will Be Operating as an Integrated Whole Deployment Will Be Underway of New Technology in ITD * Yeah, Right

13. Stay Tuned…

14. QUESTIONS?