Land Mobile Radio Maintenance and Repair- HSBP20059518A-1

DESCRIPTION This announcement constitutes a Request for Information (RFI) as well as a Sources Sought Request (SSR). This announcement does not constitute a commitment, implied or otherwise that a procurement will be issued. This is not a request for proposal (RFP) or an invitation for bids (IFB). The United States Customs and Border Protection (CBP) is seeking contractors interested in providing operations and maintenance support services for our Tactical Communication LMR equipment. The contract vehicle needs to support the current Land Mobile Radio (LMR) equipment in Table 1. Currently Motorola Corporation is the only known source with capabilities to provide specific solutions that meet CBP's LMR repair and maintenance requirement. CBP is seeking industry input to ascertain whether all services in the attachment are Original Equipment Manufacturer (OEM) proprietary or could be competed. Depending on the responses received to this RFI there will either be a sole source contract awarded or two contracts - one sole source and one competitive. The Government's intention is not to award the competitive services, if any, piecemeal. Table 1: Equipment Description and Estimated Quantities for Maintenance & Repair Item Number Description Quantity Unit of Measure 0001 Voice Privacy Portable Radios - ASTRO Saber, XTS300 and XTS 5000 10,552 Each 0002 Voice Privacy Mobile Radios - ASTRO Spectra Plus and XTL5000 6,422 Each 0003 Voice Privacy Consolettes -- ASTRO Spectra XTL5000 398 Each 0004 Communications Systems Analyzers -- 28 Each CBP seeks to identify potential contractors with the skills, experience, and knowledge required to successfully complete the requirement as a firm-fixed price effort. Potential contractors shall suggest a vehicle that provides maintenance and repair services on portable and mobile radios, consolettes, and service monitors to be maintained and kept up to factory and CBP specifications. The LMR equipment indicated in Table 1 shall be maintained and kept up to factory specifications not reliant upon specific serial number. CBP requires repair and maintenance services that cover approximately 70,000 subscriber equipment, no longer covered under the original manufacturer's warranty (please refer to Table 1 for description of equipment). These radios are actively engaged in daily operational law enforcement activities. Table 2 provides historical and forecast data of LMR Maintenance and Modernization. Table 2: Historical and Forecast Data of LMR Maintenance & Modernization MAINTENANCE FISCAL YEAR 2007 2008 2009 2010 2011* Repairs 2,864 3,977 5,463 1,810 2,051 Upgrades 414 57 251 422 120 MODERNIZATION Checkouts 9,520 19,171 13,497 4,754 7,031 Blitzs no data 6,488 10,974 63 4,366 UNICOR 1,429 1,647 1,121 808 700 Legacy no data 20 1,660 231 420 TOTALS 14,227 31,360 32,966 8,088 14,687 *fiscal year forecast The Contractor shall assist the customer as required with radio and network configuration, end-user support, and technical support. The contractor is required to support the customer at either the customer's locations or at a designated facility dedicated for the period of performance to CBP. Potential sources for this requirement will be required to submit technical data in response to the attached requirements. The Government will not reimburse any costs incurred in submitting a response to this RFI. Contractors shall be required to provide the Government supplies or services that meet or exceed requirements for tactical communications equipment and services described in the RFI attachments. BACKGROUND & SPECIFICATIONS The requirement is for services for LMR operations and maintenance services to include service and repair of portables, mobiles, consoles, and remotes. Details and additional explanatory information are provided in Attachment 1 and Attachment 2. Compatibility Constraints There may be compatibility constraints when CBP equipment must interoperate with legacy systems. In those instances, subscriber equipment and communications systems infrastructure equipment must be compatible with and/or interface with constraints such as the following: 1. IPv6 compliant as per the applicable Internet Engineering Task Force (IETF) Requests for Comment (RFC) and approved standards 2. Compliant with Telecommunications Industry Association (TIA) TIA-102.CAAA-B for vibration and shock 3. Compliant with all National Telecommunications and Information Administration (NTIA) rules and regulations as they apply to Land Mobile Radio 4.Compatible with both the Integrated Wireless Information Network (IWIN) and Enhanced Land Mobiles Radio (ELMR) systems 5. Compatible with operation in a SMARTZONE system 6. Compatible with operation in a Vote Scan system 7. Project 25 (P-25) compliant, specifically the P25 Common Air Interface, TIA -102 and P25 Digital & FM Analog Modulation (Note: P-25 compliant infrastructure is any infrastructure that will allow for interoperability with nation-wide tactical communications in accordance with the technical specifications mandated by the Federal Communications Commission and adopted by the Department of Homeland Security.) 8. Compliant with National Institute of Standards and technology (NIST), Federal Information Processing Standard (FIPS) 140-2 and Advanced Encryption Standard (AES) Standard (FIPS 197) Current Salient Features Motorola Corporation provides specific and proprietary solutions that meet CBP's LMR modernization requirements. The salient characteristics of Motorola's proprietary solution are as follows: Backward Compatibility with Legacy Encryption CBP's modernized LMR systems employ Advanced Encryption Standard (AES) to protect law enforcement sensitive voice communications. While AES is an industry standard employed by many LMR manufacturers, the modernized CBP LMR systems must be interoperable with legacy equipment nationwide in the event that agents/officers are deployed outside their area of responsibility. CBP's legacy LMR systems employ a proprietary implementation of Data Encryption Standard (DES) encryption. Agent Tracking and Safety Features - Global Positioning Systems (GPS) and Man Down CBP's nationwide operational requirements for LMR include the requirement that "The portable handheld subscriber units shall have Global Positioning System (GPS) capabilities." GPS capability is a feature offered by several LMR manufacturers. In the current CBP fleet of portable subscriber units GPS capability is available only through the proprietary shoulder microphone. The microphone produces the GPS signal, which is then processed through gateway equipment that has already been purchased to support this feature in other focus areas. The only known equipment that can provide GPS service on our systems equipment is Motorola's. Man Down is a proprietary feature offered by Motorola which allows an officer in distress to press an emergency button; an alarm is sent to dispatch providing both the distress call and the officer location (through GPS). This is a critical safety feature for CBP agents and officers, and is linked back to the operational requirement for GPS. Vote Scan Technology Motorola P-25 LMR equipment provides a unique, proprietary functionality called Vote Scan that can meet the enhanced coverage and capacity requirements by optimizing the scarce resource of radio frequency spectrum to maximize the coverage of the network. The Vote Scan capability offers wide area roaming capabilities for agents and officers that operate beyond their physical areas of responsibilities. Further, Vote Scan channels allow users to maintain communication when conducting an operation over a large geographic area (e.g., rolling surveillance, vehicle pursuit). It also accommodates the requirement to communicate with the local authorities on their VHF channels as well as other federal law enforcement users including interoperable encrypted communications. As a result, Motorola is the only vendor at this point that can provide the equipment solution needed to meet these critical CBP LMR users requirements, and satisfy the law enforcement mission of CBP. Code Plug Configuration A "code plug" is a software configuration file that defines the channelization, features, and displays of a radio. Standardization of code plugs is critical to ensure that all radios function in a uniform manner in each given Focus Area. Various elements of the code plugs will be uniform nationwide. Each LMR equipment manufacturer uses a proprietary code plug to manage the configuration of their radios. Use of a single vendor for subscriber units greatly simplifies the management of the code plugs. If multiple vendors are used, multiple code plugs, and multiple variables must be accommodated to optimize interoperability with other CBP components, Federal, state, local, and tribal partners. The use of a single vendor for radio equipment simplifies the code plug development and management process, which in turn helps ensure that radios continue to function as agents and officers have come to expect. Security Requirements This acquisition does not involve access to classified information. Information relevant to the CBP LMR systems (including design features, operating parameters, configuration, frequencies, and encryption/security features) is sensitive but unclassified (SBU). The Contractor will be required to develop, implement and maintain a security plan that addresses protection of the information, equipment and facilities associated with this project. The Security Plan requirements will be addressed in the solicitation in a separate document which includes CBP standard security clauses. Sensitive Information - Sensitive information that will be disclosed includes design features, operating parameters, configuration, frequencies, and encryption/security features relevant to the CBP LMR systems. Contractor Clearance and Access - Some of the contractor's employees will be required to pass a background investigation. Security clearance and/or background investigation requirements will be included in the Security Plan. Table 1 represents the current CBP estimate for annual repair and maintenance services required for LMR equipment. CBP is seeking information from potential contractors that represents the most efficient, cost effective vehicle to acquire these repair and maintenance services. Information includes recommendations for comparable, compatible equipment maintenance and repair services, and contracting method, i.e. flat rates, cost per unit, etc. Warranty Management The Contractor will administer and enforce all commercial warranties offered by equipment manufacturers and or distributors for parts used in the maintenance requirement. Equipment or Software Updates/Enhancements The Contractor shall recommend updates and enhancements to equipment that has been identified as critical to extend its life or to ensure more reliable operations. Infrastructure; Operation & Maintenance; Tower Services The Contractor shall, when required and approved by the QAP, travel to the users' location to provide on-site technical assistance for technical issues, installation, maintenance, minor construction, and/or trouble shooting of problems encountered. Program Management The Contractor shall provide management covering the performance of all objectives covered in this document during the entire period of performance. Project and Personnel Management. The Contractor shall provide project oversight/management as necessary to track, manage, and report on the cost, schedule, and performance status of this requirement. The Contractor shall appoint a Program Manager (PM) with sufficient corporate authority to direct, execute, and control all elements of this contract. Project Management Review: The Contractor shall present overall status and a description of delivered equipment, completed services in a Monthly Status Report. Core Duty Hours: Services shall be required during core duty hours, Monday through Friday, excluding Federal Holidays. Contractor personnel may be required to be on-site to support the user during the core duty hours. During certain times, the Contractor may be required to work overtime hours to perform mission essential tasks. Travel Travel anticipated in accordance with Government Joint Travel Regulation (JTR). Technical Requirements The objective is to engage contractor support services for tactical communications equipment and ensure reliable operations for the LMR system. The individual tasks for LMR support are identified in Attachment 1 and Attachment 2. Government Furnished Equipment (GFE) and Government Furnished Information (GFI) The requirement has GFE and GFI. Transition Period A transition period is required. RESPONSES Interested parties are requested to submit a summary of their capabilities that will allow them to support the LMR operations and maintenance repair service requirements of CBP. Please indicate if your company is classified a small business by the Small Business Administration for North American Industry Classification System (NAICS) NAICS 811213. In the body of the email, include a vendor Point of Contact (POC), phone number and email address of the person to be contacted regarding any correspondence between the Government and the Vendor. This person should be a primary contact and capable of addressing questions or issues associated with the submission and content of the Capability Statement. Only electronic submissions will be accepted. Electronic files larger than 5 MB shall be broken down into multiple files with no one file exceeding 5 MB. Each electronic submission shall include: RFI number and "Capability Statement" in the Subject Line. If the submission includes more than one electronic email, please include the file number and total files being submitted (e.g., File 1 of 4, File 2 of 4, etc.) in the Subject Line In the body of the email, include a vendor Point of Contact (POC), phone number and email address of the person to be contacted regarding any correspondence between the Government and the Vendor. This person should be a primary contact and capable of addressing questions or issues associated with the submission and content of the Capability Statement. Include a brief summary of email content, Contractor name and firm's mailing address Indicate if your company is designated a small business by the Small Business Administration for NAICS 811213. Attach a Capability Statement that describes, as appropriate, applicable qualifications, past performance, or relevant experience on similar projects for the technical categories you are interested in offering. The Government alsorequests comments regarding the operations and maintenance repair services stated in the attachments to this RFI. Questions regarding this RFI shall be in writing and may be addressed to the Contract Specialist at the following email address, kimberly.l.cooper@dhs.gov. Please indicate the RFI number followed by, "Question" in the subject line of your e-mail. The deadline for submitting questions is 5:00 pm, Eastern Standard Time (EST) on November 29, 2010. To aid CBP, please segregate and mark proprietary information. Proprietary information, if any, should be minimized and MUST BE CLEARLY MARKED. Please be advised that all submissions become the property of the Federal Government, and will not be returned. At the Government's discretion, questions and answers may be posted on the FedBizOpps (FBO) site where this RFI is posted. CBP has scheduled an Industry Day in the Washington, DC area for this requirement on 3 December 2010. Please refer to IndustryDay-HSBP20059518A. CONTACT INFORMATION Primary points of contact are: Kimberly L. Cooper, Contract Specialist at kimberly.l.cooper@dhs.gov M. Lea McDaniel, Contracting Officer at mindy.l.mcdaniel@dhs.gov RESPONSE INFORMATION MUST BE RECEIVED BY 5:00 pm eastern standard time (EST), on November 29, 2010. NOTE: Attachment1 - LMR Maintenance Service Requirement Attachment 2 - Operations&Maintenance (O&M) Service Requirements Attachment 3 - Responses to Vendor Questions as of November 23, 2010