INL Guatemala - Servers and IT Equipment

Sources Sought Notice: 19INLE25I0009 - INL Guatemala Servers and IT Equipment (PCS: 7B22; NAICS: 423430) Background: The Bureau of International Narcotics and Law Enforcement (INL) is an instrumental leader in the development of policies and programs to combat international narcotics and crime. INL programs support two of the Department of States strategic goals: (1) to reduce the entry of illegal drugs into the United States; and (2) to minimize the impact of international crime on the United States and its citizens. One of the many ways to effectively meet these goals is to partner with allied governments both directly and indirectly to promote the modernization of and support the enforcement operations of their foreign criminal justice systems and law enforcement agencies. The contractor shall provide Servers and other IT Equipment and its pertinent components and ensure warranty/guarantee services are available in Guatemala City. This Sources Sought notice is issued for planning market research purposes only, and does not constitute a solicitation for proposals, offers, bids, and/or quotes. This is not an announcement of a forthcoming solicitation, or confirmation that the Government will contract for the items contained in the Sources Sought, nor is any commitment on the part of the Government to award a contract implied. Responses to this notice will assist the Government in identifying potential sources and in determining if a Service-Disabled Veteran Owned Small Business (SDVOSB), Small Disadvantaged Businesses 8(a), Historically Underutilized Business Zone Small Business (HUBZone), or Women-Owned Small Business (WOSB) set-aside of the solicitation is appropriate, and in determining whether there are small business who are authorized resellers of the required equipment and related software. Respondents are advised that the Government will not pay for any information or administrative cost incurred in response to this Sources Sought. Responses to this notice will not be returned. The following information is requested in this RFI/Sources Sought: 1. Company name, point of contact, phone number, and address; 2. UEI Number and CAGE Code; 3. Interest in nature of participation [e.g., prime contractor, teaming partner, primary subcontractor]; 4. SDVOSB/HUBZONE/8(a)/WOSB certification for applicable NAICS; 5. Statement of capabilities applicable to this requirement; particularly in country support and Spanish language components Interested contractors may provide the above information via e-mail to the addresses listed below. Information submitted must be in sufficient detail as to allow for a thorough government review of firm's interest and capabilities. This information is due no later than Wednesday, July 2, 2025 at 5:00 PM EST. Primary Point of Contact: Michele Coccovizzo Senior Contract Support Specialist CoccovizzoML@state.gov Secondary Point of Contact: Mohan Krishnakumar Contracting Officer krishnakumarM@state.gov Scope Of Work INL Guatemala is seeking to procure servers and other related equipment and software. All specifications pertaining to hardware are Brand Name or equivalent. Software is brand name only. SEE ATTACHED DRAFT STATEMENT OF WORK FOR COMPLETE SPECIFICATIONS OTHER TECHNICAL SPECIFICATIONS A rack is provided for the installation of the servers. Server infrastructure that will include server hardware, software, and user licenses. End-user portable computers, printers, power back-ups (UPS), and software licenses. The system will be used for official purposes and directly by the Vetted Unit. This system includes user management, security, email, printing, and storage. All current server and end user infrastructure will be migrated to the new system, including physical and virtual servers (using Microsoft Hyper-V), user information, printing, email, and scanning services. For security reasons, a backup of the information gathered in the servers must be made before migrating. All migration process should be done by phases in order to not interrupt for more than 2 hours the work of users with sensitive information and continued reports. The Contractor shall be registered to do business in the host country or an existing partner with a host country registered business. This is required to provide maintenance, repairs, and spare parts for this type of equipment. Technical and maintenance support will be provided as the migration of the whole system is performed, will continue during testing phase, and will end after all migration process and installation have been tested and confirmed as acceptable by the Unit. Server names and network IP addresses will not be shared until the purchase has been performed, and the vendor has been selected. Installation Report During and after migration, unexpected issues can arise, such as compatibility problems, hardware failures, or software glitches. All situations, findings and procedures applied should be reported and shared to the client for their awareness. Software Installation Report: The Vendor must deliver a comprehensive report detailing all software installations on the provided servers and desktops. This report should include: The names and versions of the installed software. The dates of installation and updates. Any configurations made during the installation. User Credentials: The Vendor must supply a separate, secure document listing all user credentials used for the software on the servers and desktops. This document should be delivered in a manner that ensures its security and confidentiality. Software Licenses: The Vendor must provide physical copies of all software licenses used on the machines. The licenses should include: The software name and version. The license key or activation code. The expiration date or renewal terms, if applicable. Verification and Acceptance: The Client reserves the right to verify the accuracy of the provided information. The Vendor must cooperate with any verification processes and promptly address any discrepancies or issues found. All devices must be delivered by awarded contractor to INL Guatemala in a designated Miami Warehouse as indicated below, no later than 30 calendar days after purchase order is awarded. Preparation for Delivery: The equipment shall be clean, in a new, not previously used condition, and must be in optimal operating condition and quality. Since this order is ultimately intended for an overseas destination, please secure packing for a safe shipment. Make sure all pallets and crates are ISPM 15 certified. They must conform to the standards in the international Standard for Phytosanitary Measure Publication No. 15: - Guidelines for Regulating Wookd Packaging Material in International Trade. Marking instructions: Order No. / Guate 11380 NW 34th ST SUVI Global Services Doral, FL 33178 Purchase Order No. ___________ (to be determined upon award) All Boxes and AWB must be marked with contract number. Cargo not following these instructions will be refused. U.S. Government will not be liable for re-delivery, re-consignment, re-stocking, or re-shipping fees. DOS INL Guatemala Logistics will properly receive an inventory the equipment to execute any established process for donation to the Government of Guatemala. INL Guatemala will take approximately thirty (30) calendar days to ship the equipment and complete the donation paperwork. TYPE OF CONTRACT This requirement will result in the award of a Firm Fixed Price (FFP) contract in accordance with the specifications of this statement of work (SOW). No additional sums will be payable due to any escalation in the cost of materials, equipment or labor, or because of the Contractor's failure to properly estimate or accurately predict the prices be adjusted on account of fluctuations in the currency exchange rates. WARRANTY Unless otherwise stated, ALL ITEMS SHALL COME WITH AT LEAST ONE YEAR COMMERICIAL WARRANTY. The Contractor shall be registered to do business in the host country or an existing partner with a host country registered business. This is required to provide maintenance, repairs, and spare parts for this type of equipment. The Contractor shall have a valid international warranty on the products offered which shall be utilized to coordinate replacement parts and services for the end user in order to avoid incurring additional expenses. CUSTOMS CLEARANCE AND TAX EXEMPTIONS INL Guatemala is the importer of record and will be responsible for the shipping and the clearance of goods and the exoneration of duties. Contractor shall follow shipping instructions as indicated. The U.S. Government will assist the Contractor in obtaining customs clearance and tax exemption certificates from the Government of Guatemala. The Contractor must include and arrange all local, port handling and other fees associated with delivery to the destination. INSPECTION AND ACCEPTANCE The Contractor shall provide to the U.S. Government the new products as described in the specifications. Further, the Contractor shall properly perform the pre-delivery inspection on the products and deliver them to the location set forth under place of delivery, of this Statement of Work. The final inspection and acceptance of ALL items shall be performed by the U.S. Government upon their arrival. The payment(s) to the Contractor shall be made following satisfactory inspection and acceptance of products by the Office of INL in Guatemala City. All equipment delivered shall conform exactly to the standard described in the technical specification sheet. If the items or some item does not fulfill requested technical specifications, INL shall return the items to vendor with no cost to INL Guatemala. The vendor shall evaluate and replace returned items with no transportation cost to INL. All periodic reports and task deliverables shall be inspected, tested (where applicable), reviewed, and accepted by the Government within a reasonable period of time INL Guatemala will have ten (10) business days to inspect and accept all items after delivery. The designated representative of the US Embassy in Guatemala will be responsible for carrying out acceptance criteria as follows: Quantities Compliance with the offered technical specifications Compliance with delivery date Correct operation of the required elements PERIOD OF PERFORMANCE (POP) The Contractor shall deliver elements described above in section two, specifications, within 30 calendar days after award of the contract. No partial deliveries will be accepted. PLACE AND HOURS OF PERFORMANCE The task order must last no more than 5 calendar days, suggested date: TBD. Location where the installation is needed: 18 Av. 18-69, zone 10. Schedule in the location: 8:00 am - 5:00 pm from Monday to Friday. The Period of Performance is no more than 5 days upon commencement of the installation (No option year) The Contractor Shall deliver elements described above in section two, specifications within (indicate amount) calendar days after award of the contract. No partial deliveries will be accepted. 3.10 EVALUATION FACTORS FOR OFFERORS The following are the evaluation factors for proposals sent by the bidders: Technical Approach (TA) and its feasibility, practicability and appropriateness in accomplishing the statement of work. All equipment must meet or exceed the technical specifications contained in the Statement of Work. Award will be made to the lowest priced, technically acceptable, responsible quoter. Award will be made on an - all or none basis. The Government reserves the right to reject quotations that are incomplete, non-compliant with the terms of this solicitation, or that are unreasonably high in price. For evaluation purposes, the price will be determined by multiplying the offered prices times the quantities stated in the schedule, and arriving at a grand total, including all options, if any. The Government will evaluate the proposed delivery time frame and the technical specifications. The Government will only consider for award those companies that the Government determines have a high likelihood of satisfactorily completing the required items based on the proposal. The Government will determine quoter responsibility by analyzing whether the apparent successful quoter complies with the requirements of FAR 9.1. Unless an exception in FAR 4.1102 applies, a quoter must be registered in SAM (www.sam.gov) in order to be eligible for award. If the quoter does not become registered in the SAM database in the time prescribed by the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful registered quoter. Past performance that demonstrates relevant experience or current contracts/tasks orders executed within the past three years with comparable (same or similar scope, size, duration) requirements to the solicited task. The following definitions will be used with respect to the above criteria: PE Past experience: work the vendor has performed that shows they have the capability to successfully complete the tasks identified in the solicitation at minimum risk to the Government. TA Technical approach: description of the vendor's knowledge and understanding of the requirements as outlined. Feasible: can successfully accomplish the task with the identified resources. Practical: logical approach to successfully complete the task requirements. Appropriate: a suitable approach that is within the scope of the task and satisfies the task requirements (right tool for the job). POINTS OF CONTACT TBD