CABLING VENDOR MANAGEMENT AND ENGAGEMENT MODEL FINAL DRAFT

CABLING VENDOR MANAGEMENT AND ENGAGEMENT MODEL FINAL DRAFT

The Infrastructure Delivery Network Deployment team’s mission is deliver on time network deployments. Our teams rely on third party cabling vendors to ensure cabling projects are complete and on time. This document is to outline standard procedures for managing vendors that are working for the teams. The intent is to globally standardize our process and reporting to ensure the Teams have vendor accountability during the bid process, and throughout the cabling and loose gear installation. This is a global procedure, and there can be regional variances, please check with your local  manager.

Pre-Bid Checklist
Follow the checklist below when all project dependencies for cabling is met based on the build schedule and before sending the RFQ email; 6-8 weeks Pre-NEA.

• • Ensure vendors are being sent the correct bid templates in the RFQ (Request for Quote) and site walk invitation
  • When writing the Scope Of Work, use a Legal approved template or the once available)
  • Bid documentation to/from the vendor is to be sent to (specific team vendor email alias  the project leads and vendor management.
  • Upload all RFQ documentation to the Build folder[1] on the WorkDocs Drive.

Bidding/Site Walk-throughs
Bidding and site walk-throughs should take place no later than six weeks before to allow for PO processing and materials to arrive, allowing cabling installation to start on time.

• • Vendors will be required to walks sites and take accurate measurements in Parents sites when available.
    • When building access is unavailable or travel restrictions cause unavailability, the vendor will use site plans, rack layouts, rack elevations and cable tray designs for cable measurements provided by the teams.
      • When a vendor is unable to attend a site walk approval is required
        • Approval requirements are: the build tech(s) leading the project, their immediate manager and Vendor Management.

• • • Exceptions will be made in new regions or where the Data Center building or Colo is not available for a site walk.
    • When a vendor is unable to attend a site walk approval is required
      • Approval requirements are: the build tech(s) leading the project, their immediate manager and Vendor Management.
  • Vendors need to have necessary safety gear for a construction area; safety toe footwear, reflective vest, hardhat and safety glasses.  may provide local resources as needed. This will need to be communicated during the RFQ process.
  • Vendor needs to be able to take the appropriate measurements, using appropriate tools, e.g. measuring wheel.
  • Ensure the vendor understands the scope of work that they are bidding on and all build cutsheets, verify this during and after the site walk takes place.
  •  team lead will work with the vendors, local teams and ISP resources to assess conduit availability in existing sites if conduit capacity exists.
  • Schedule a Q&A session with the vendor at the end of the site walk. This ensures we don’t have a large amount of follow up emails and addresses any questions that could affect bid submission time frames.
    • Session will need to be documented with detailed notes and uploaded to the Build RFQ Folder.
  • Hold vendors to bid submission the 3 day bid submission timeline and document delays in the build tracker and in an email to the vendor manager representative.

Pre-cabling Installation
This process starts after the bid is awarded to the cabling vendor.

• • Verify  provided cutsheets are current, cutsheet links/MCMs will be in the Build Tracking Quip.
  • Verify labeling cutsheets, to be provided by the vendor, are to Labeling standards and are accurate.
  • Ensure vendor has the most recent copy of the
    • Vendor will have been provided a copy and/or training by the ISP team and vendor management. New regions may not have an ISP, coordination with the Globabl ISP team will be needed.
    •  may also provide the necessary documentation.
  • Utilize the checkbox on the Quip document to acknowledge cutsheets and labeling conventions are accurate.
  • The Vendor will submit a MOP (a document detailing the plan of installation) before starting cabling.
    •  to provide a template if needed.
  • All project related correspondence is to be emailed by the vendor to with the project title and date of the email/status report in the email subject for tracking purposes
  • Vendor Status Updates

• • Updates are required from vendor throughout the project and are to be sent to the team email alias (specific team vendor email alias@ amazon.com) and project leads as needed by project deadlines. To be completed on a daily basis while cabling installation is taking place.
  • Reporting schedule: Progress reports will be required by end of day, every working day for the duration of the project until accepts the completed work, including any re-work tasks.
  • Milestone tracking will be based on project cabling priority outlined in the SOW. Cable percentages are preferred; fabric completion is also acceptable.
  • If the status update process is not followed, document the issue, then escalate to management and the Vendor Management teams after the 3rd occurrence of missing updates.
  • All status updates will contain the project title and date of the email/status report in the email subject for tracking purposes. (e.g. CMH054ROMP01 Status Update 4/19/2019)

Vendor Auditing
Vendor Auditing under this model is to ensure delivery timelines as stated in the Scope of Work are being met.

Audits are used verify cabling vendors are meeting the cabling milestones as set by the Scope of Work.

• • Auditing is to be completed on a daily basis, if possible.
    • An exception is when no team members are in region at the time.
  • Address cabling issues once observed, work with vendor on resolution and time frame; document all issues, any delays and escalate as needed to internal management and Vendor Management.
  • Verify cabling is being installed correctly and to
  • Use ISP Audit team resources as needed to verify standards or policy.
  • Spot check labeling and that labeling convention matches what was provided in the cutsheets and
  • Ensure vendors are keeping the work space clean. Monitor for trash, dirt and other install materials that could impact a clean and safe working environment.