Subscriber Radio Equipment

Type of document: Contract Notice
Country: United States

Subscriber Radio Equipment

Agency:
Department of State

Official Address:
1735 N. Lynn St. Arlington VA 22209

Zip Code:
22209

Contact:
Andrew T. Rothstein, Senior Acquisition Consultant, Email RothsteinAT@state.gov

Link:

Date Posted:
30/10/2017

Classification:
58

Contract Description:
Request for Information (RFI) for the US Department of State

PURPOSE: This Request for Information (RFI) is issued as market research to determine the potential products and Offerors for subscriber radios and associated equipment for the US Department of State (DOS), Radio Programs Branch (RPB). The Government does not intend to award a contract on the basis of this RFI or reimburse any costs associated with the preparation of responses. This RFI is issued solely for information and planning purposes and does not constitute a solicitation. All information received in response to this RFI marked “Proprietary” will be handled accordingly. Responses to the RFI will not be returned. In accordance with FAR 15.201(e), responses to this RFI are not offers and cannot be accepted by the Government to form a binding contract. Responses to this RFI will assist DOS in determining the potential level of interest, competition adequacy, and technical capabilities of potential Offerors for the required products and services. The Government does not guarantee any action beyond this RFI.

BACKGROUND: The RPB Radio Programs are congressionally mandated (Diplomatic Security & Anti-terrorism Act of 1986) and consist of four programs: Domestic Radio Operations (DRO), Washington Area Radio Network (WARN), High Frequency (HF) and Overseas Emergency & Evacuation (E&E).

IRM’s Overseas Radio Program provides radio communication capability to Department of State direct-hire American employees at United States missions abroad by maintaining E&E radio networks. As radio networks age and become obsolete, RPB replaces them and provides repair and return services.

The Global Repair and Replacement Program (GRRP) is a 10-year, life cycle replacement program for the E&E radio program at overseas posts. The GRRP replaces all E&E subscriber radios (handhelds, mobiles, base stations) and repeater systems used to provide the E&E radio service. With 280 total posts around the world, RPB performs either replacements or updates at a rate of approximately 28 posts a year.

The E&E radio program is made up of two channels: the E&E channel, which is unencrypted, and the Emergency Action Committee (EAC) channel, which is encrypted. RPB provides all DOS personnel a radio with the E&E channel. If a person is on the EAC at post, he/she will get an encryption capable radio with the additional EAC channel. As part of the E&E radio program, RPB also provides post with a base station radio in the three strategic post locations.

REQUIREMENTS: The Government requires potential Contractor(s) to provide Land Mobile Radio (LMR) subscriber equipment that meets the technical specifications listed below and to provide the ancillary services described in this RFI.
1. Technical Specifications

Four specific configurations of equipment are necessary for handhelds, mobile and base station radios.

Configuration One
Handheld/Mobile/Base P-25/AES/Multi Key/ Mixed Mode Capable /GPS Capable for handhelds and mobiles
Configuration Two Handheld/Mobile P-25/AES Capable/Multi Key/Mixed Mode Capable
Configuration Three
Handheld/Mobile Base P-25/AES/Multi Key/GPS Capable for handhelds and mobiles/Section 508 compliant
Configuration Four Handheld/Mobile P-25/AES Capable/Multi Key/Mixed Mode Capable/Trunking Capable

The Government requires radios and associated equipment that meet the specifications listed below:

A. SUBSCRIBER HANDHELD EQUIPMENT
• P25CAP listed
• TIA-102 Compliant conventional operation
• IP-54 and IP-55 compliant
• MIL 810 C/D/E/F compliant
• Trunking capable
• Radio TX output power no less than 4W
• Non-proprietary antenna connector (industry standard dimensions)
• ≥2500mAh Li-Ion battery
• NMIH / Ni-Cd battery
• Handheld radio chargers shall auto-sense worldwide voltages, 50/60 Hz, 100-240VAC)
• Multi-chargers shall auto-sense worldwide voltages, 50/60 Hz, 100-240VAC)
• All chargers shall use Triple Chemistry (TRI-CHEM) technology
• Full programming capability. Government can program full feature options and radio frequency (RF) parameters
• Ability to be GPS capable / NMEA input – output, TIA-102. BAJB Section 3.2.2.2. , can be external accessory.
• PC programming software operates on Microsoft Windows XP and later Operating System (OS)
• Encryption capable with AES. Encryption shall be available individually per channel and the radio shall have a multi-key feature allowing multiple keys to be used in one radio and assigned per channel.
• Send individual alert in analog and P25
• Send individual ID in analog and P25 (T3 analog only)
• Display individual ID in Analog and P25
• Send Group Alert in analog and P25
• Receive and alarm during individual alert in analog and P25
• Receive and alarm during group alert in analog and P25
• Receive disable command in analog and P25 (T3 analog only)
• Receive activate command in analog and P25 (T3 analog only)
• Capable of analog and project 25 digital signaling allowing the radio to remain powered on and silent, until receiving an individual or group alert from a base station, which then alarms the radio and allows the user to hear audio.
• Capable of a Minimum Frequency Shift Keying (MSK) based Automatic Number Identification (ANI) signaling or equivalent.
• No extra peripheral devices required for programming (i.e. no separate device required other than a cable between PC and radio.)
• AES keyloading must be loaded with a non-personal computer based handheld device
• Over The Air Rekey (OTAR) option must be available.
• Keyloading format must comply with TIA-102 AACD Key Fill Device Interface Protocol
• Maintenance manuals shall be fully detailed with component values.
• Operator’s manual and quick reference sheet shall be enclosed with each unit.
• Service manuals for each order, for each type or model of end item, electronic file is acceptable.
• Accessories must be shared across configurations
• Radio must have colored programmable button
• Section 508 compliant

B. SUBSCRIBER MOBILE EQUIPMENT
• P25CAP listed
• TIA-102 compliant conventional operation
• IP-54 compliant
• MIL 810 C/D/E/F compliant
• Trunking capable
• Non-proprietary antenna connector (industry standard dimensions)
• Full programming capability, PC
• Ability to be GPS capable / NMEA input – output, TIA-102. BAJB Section 3.2.2.2. , can be external accessory.
• Encryption capable with AES. Encryption shall be available individually per channel and the radio shall have a multi-key feature allowing multiple keys to be used in one radio and assigned per channel.
• Send individual alert in analog and P25
• Send individual ID in analog and P25 (T3 analog only)
• Display individual ID in Analog and P25
• Send Group Alert in analog and P25
• Receive and alarm during individual alert in analog and P25
• Receive and alarm during group alert in analog and P25
• Receive disable command in analog and P25 (T3 analog only)
• Receive activate command in analog and P25 (T3 analog only)
• Capable of analog and project 25 digital signaling allowing the radio to remain powered on and silent, until receiving an individual or group alert from a base station, which then alarms the radio and allows the user to hear audio.
• Capable of a Minimum Frequency Shift Keying (MSK) based Automatic Number Identification (ANI) signaling or equivalent.
• Control head options: allows use of different control head types
• Dash mount TX Power Output no less than 35W
• Trunk mount TX Power Output no less than 100W; no external amplifier
• Trunk mount TX Power Output no less than 35W
• HHCH Standard
• Programming cables are USB
• PC programming does not require a peripheral device
• PC programming software operates on Microsoft Windows XP or later OS
• DES and AES keyloading must be loaded with a non-personal computer based handheld device
• Over The Air Rekey (OTAR) option must be available.
• Keyloading format must comply with TIA-102 AACD Key Fill Device Interface Protocol
• Maintenance manuals must be fully detailed with component values.
• Operator’s manual and quick reference sheet shall be enclosed with each unit.
• Service manuals for each order, for each type or model of end item, electronic file is acceptable.
• Section 508 compliant

C. BASE STATION EQUIPMENT
• P25CAP listed
• TIA-102 compliant conventional operation
• Trunking capable
• Provide for P25 console operation functions for radio disable and activate commands, group radio alert, and individual radio alert, local and remote
• Non-proprietary antenna connector (industry standard dimensions)
• Full programming capability, PC
• Ability to be GPS capable / NMEA input – output, TIA-102. BAJB Section 3.2.2.2. , can be external accessory.
• Encryption capable with AES. Encryption shall be available individually per channel and the radio shall have a multi-key feature allowing multiple keys to be used in one radio and assigned per channel.
• Send individual alert in analog and P25
• Send individual ID in analog and P25 (T3 analog only)
• Display individual ID in Analog and P25 (T3 analog only)
• Send Group Alert in analog and P25
• Receive and alarm during individual alert in analog and P25
• Receive and alarm during group alert in analog and P25
• Send disable command in analog and P25
• Send activate command in analog and P25
• Receive disable command in analog and P25 (T3 analog only)
• Receive activate command in analog and P25 (T3 analog only)
• Capable of a Minimum Frequency Shift Keying (MSK) based Automatic Number Identification (ANI) signaling or equivalent.
• Programming cables are USB
• PC programming does not require a peripheral device
• PC programming software operates on Microsoft Windows XP or later
• DES and AES keyloading must be loaded with a non-personal computer based handheld device
• Over The Air Rekey (OTAR) option must be available.
• Keyloading format must comply with TIA-102 AACD Key Fill Device Interface Protocol
• Ability to be controlled both remotely and locally
• Power supplies shall be worldwide voltage auto sensing 50/60Hz, 100-240VAC
• Maintenance manuals must be fully detailed with component values.
• Operator’s manual and quick reference sheet shall be enclosed with each unit.
• Service manuals for each order, for each type or model of end item, electronic file is acceptable.
• Section 508 compliant

D. REMOTE CONSOLE INTERFACE EQUIPMENT
• Availability of soft console
• Soft Console user interface is configurable
• Availability of hardware consoles
• Trunking capable
• Hardware console should be of increasing complexity to control between a minimum of 2 and a maximum of 16 radios
• Consoles shall accept external audio accessories
• Radio adaptor/interface supports at least 2 radios
• Radio adaptors delivered pre-configured to support Configuration 1 base stations
• Radio adaptor/interface delivered with cabling to support 2 base stations
• Radio adaptor/interface shall support base stations from all configurations
• IP interfacing between consoles and adaptors
• Compatible with COTS networking devices
• Controls all radio functions
• Power supplies auto-sense worldwide voltages
• Non-proprietary network connects, RJ-45 only
• Programming is accomplished via attached IP network
• Full programming capability
• PC programming software operates on Microsoft Windows XP or later
• Operator manuals and quick reference included with unit
• Service manuals fully detailed with component values and part numbers, one per part
• Section 508 compliant

E. BOM/ANCILLARY EQUIPMENT
• Service manuals fully detailed with component values and part numbers, one per part
• Surveillance kit wires shall have 6-pin Hirose connectors
• Remote speaker / microphone lapel attachment
• Handheld radio side connector adaptor with 6 pin Hirose connector

F. ANCILLARY EQUIPMENT – RPB requires ancillary equipment to tune subscriber equipment. Typical equipment may include but is not limited by the following:

• Programming cables shall use USB connections to a PC
• No cost enterprise PC programming software for DOS that operates on Microsoft windows XP or later operating system – on disk or online
• Maintenance manuals available on disc/online
 Maintenance manuals shall be fully detailed with component values
 Maintenance manuals shall have only one (1) part number per item
 Maintenance manuals shall have full detailed schematics
 Technical Bulletins
• Surveillance kit wires shall have 6-pin Hirose connectors
• Remote speaker/microphone for handhelds – lapel use
• Side connector adaptor with 6 pin Hirose connector for handhelds

2. Ancillary Services: The contractor shall provide ancillary services including equipment training, logistics and shipping, applying barcodes, and Post-sale and Warranty Support as described below.

A. Equipment Training – The contractor shall create a single, master technician level, training course (in English) with the objective of providing students the information necessary to configure, repair, and operate the radio equipment as a complete system. The contractor’s factory-trained instructor shall present the course for up to twelve (12) students per class. The contractor shall be responsible for providing separate training materials in paper copy and on compact disk to each student. The contractor shall provide training classes at DOS facilities in Springfield, VA (US), Frankfurt Germany, and Bangkok, Thailand.

B. Logistics and Shipping – The contractor shall provide logistical services and ship all equipment to the Department’s Springfield, VA location. This includes, but is not limited to the following requirements:
• All shipment of equipment shall have prior written notification.
• Minimum of ninety (90) day delivery for both parts and equipment.
• No partial shipments, unless specified by the Department of State
• Part number changes shall be reflected in the packing list and prior shipping notification.
• Internal parts, software programming and option items shall be properly marked on packing slip, as to the actual contents (e.g. not just the physical item).
• Detailed procedures for how to initiate a Tier III support request for help desk and engineering services.
• All freight charges for shipment of purchased equipment from the contractor’s facility to the above DOS location shall be at no cost to the government.

C. Apply DOS Barcodes
• Affix DOS-provided barcodes labels to each device having a contract unit price of $500.00 or greater.
• Print a copy of the DOS-provided barcode label along with the numerical value of the label and the unit’s serial number on the outside of the devices’ shipping box.

D. Post Sale and Warranty Support – RPB requires post sale support for replacements, maintenance, repairs and upgrades, product information, order status, troubleshooting and a capability to ramp up delivery in the event of emergencies. RPB requires warranty support where single unit items that fail in the field during the warranty period will be shipped to the contractor for repair or replacement. The contractor will pay for the return shipping costs from the government to the contractor facility back to the government facility within the continental United States. The contractor shall issue “Return Authorization Numbers” to track the return and replacement progress of equipment returned to the factory or service depot for repair for in-warranty and out-warranty service.

RFI RESPONSE INSTRUCTIONS:
RFI responses should conform to the format below and provide the following information:
1. Section 1 – Cover Letter. The cover letter shall include the following only:
a. Company information – Include company name, point of contact, and contact information (name, address, DUNS number, phone number, email address, and fax number), short description of the company (history, experience in similar radio systems, etc.), and identification of any contract vehicles for which the vendor holds an active contract.
b. Teaming information -Please provide similar information for any potential team members.
2. Section 2 -Technical Specifications/Capability Statement. In this section describe the products you would address the technical specifications and describe how you would provide the ancillary services DOS requires. Please address the following questions in your response.
a) What electronic equipment/devices can your company provide?
b) What electronic equipment/devices can your company not provide?
c) Is your company a manufacturer or reseller of this electronic equipment?
d) What equipment functionality or specifications should be clarified?
e) What additional options, functionality, or specifications were not included but available?
f) What transceiver specifications can you meet?
g) What changes are necessary for you to meet the specifications?

3. Section 3 – Pricing – Provide current unit prices of the items that meet the technical specifications and quantity discounts where applicable.
4. Section 4 – Past Performance – Please briefly describe no more than three of your projects/contracts of similar size and scope to this requirement.
SUBMISSION INSTRUCTIONS: Responses to this RFI shall total no more than 10 pages for sections 2,4 and 4, with text no smaller than 11 point; however, text included in graphics, tables, and figures can be no smaller than 9 point. The cover page, cover letter, table of contents, etc. are not included in the total page count. The submissions shall be in sufficient detail and clarity to provide DOS with the information it needs to assess the capabilities of responding vendors.

Please provide an electronic version of your written response in Microsoft Word 2010 compatible files to:

Andrew Rothstein, Senior Acquisition Consultant, RothsteinAT@state.gov, by 3:00 PM Eastern Time, Monday, November 20, 2017

The Government will not accept questions after 3:00 PM Eastern Time on Wednesday, November 8, 2017. Please submit questions to RothsteinAT@state.gov

The Government will distribute the questions and responses within 4 business days after questions are due via the FedBizOps portal.

Please be advised that all submissions become Government property and will not be returned.

Response Date:
112017

Sol Number:
19AQMM18N0003