191NLE24P0029 INL Panama Cellular Phone Service.pdf

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SENSITIVE BUT UNCLASSIFIED

United States Department of State

Bureau of International Narcotics and Law Enforcement Affairs (INL)

U.S. Embassy- Panama

Cellular Phone Services

Statement of Work (SOW)

191NLE24Q0029

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SECTION 1

SOLICITATION CONSIDERATIONS

1.1 SYSTEM FOR AWARD MANAGEMENT

This solicitation requires registration with the System for Award Management (SAM) prior to award, pursuant to FAR 4.1102 and other applicable regulations and guidelines. Information can be found at www.sam.gov.

1.2 TRADE AGREEMENTS ACT (19 U.S.C. 2512(A)) (TAA)

Pursuant to the Trade Agreements Act (19 U.S.C. 2512(a)) (TAA), Federal acquisitions of supplies may be made only from offerors that shall supply products of an eligible country under any of the free trade agreements entered into pursuant to the TAA. An article is considered a product of a country only if it is wholly a product of that country or if it has been, substantially transformed, in that country into a new and different article of commerce with a name, character, or use distinct from that of the original article(s). Note that any item that is a discreet article as it is sold in commerce, regardless of its ultimate function or use, cannot be considered, substantially transformed, and based solely on its integration into IT or other systems

1.3 UNAUTHORIZED DISCLOSURE

The Contractor and its employees shall exercise the utmost discretion concerning all matters relating to their duties and functions. They shall not communicate to any person any information known to them by reason of their performance of services under this contract, which has not been made public, except in the necessary performance of their duties or upon written authorization of the Contracting Officer.

All documents and records (including photographs) generated during the performance of work under this contract shall be for the sole use and become the exclusive property of the U.S

Government. Furthermore, no article, book, pamphlet, email, recording, broadcast, speech television appearance, film or photograph concerning any aspect of work performed under this contract shall be published or disseminated through any media without the prior written authorization of the Contracting Officer. These obligations do no cease upon the expiration or termination of this contract. The Contractor shall include the substance of this provision in all contracts of employment and in all subcontracts hereunder.

See FAR 3.104 for additional information.

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(Rest of Page Intentionally Left Blank)

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SECTION 2 (Instruction to Offerors)

INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS/RESPONDENTS

SUBMISSION INFORMATION PERTAINING TO REQUEST FOR QUOTE

2.1 INFORMATION TO CONTRACTOR

Contractors are reminded that information furnished under this Request for Quote (RFQ) may be subject to disclosure under the Freedom of Information Act (FOIA). Therefore, all items that are confidential to business or that contain trade secrets or proprietary or personnel information shall be clearly marked. Marking of items shall not necessarily preclude disclosure when Department of

State (DOS) determines disclosure is warranted by FOIA. However, if such items are not marked, all information contained within the submitted documents shall be deemed releasable.

2.2 QUESTIONS CONCERNING SOLICITATION

Offerors are warned against contacting any INL personnel other than the Contracting Officer and

Contract Specialist prior to award of the Contract resulting from this RFQ. If such a contact occurs and found to be prejudicial to competing vendors, the vendor making such a contact may be excluded from award consideration.

No information concerning this RFQ shall be provided in response to telephone calls. All such requests shall be submitted in writing to the Contracting Officer and Contract Specialist.

Submit Questions by:

• 5:00 P.M. (local Washington D.C. time) on the following date: 05 February 2024

2.3 NOTICE OF SAM.GOV SYNOPSIS CLOSING DATE AND TIME

All offers shall be submitted to the designated Government Representative via email.

Any communications in reference to this RFQ shall cite the reference section title and page number, and directed to the following individuals:

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Name: Mohan N. Krishnakumar

Title: Contracting Officer

E-mail: KrishnakumarM@state.gov

Closing Date and Time:

• 5:00 P.M. (local Washington D.C. time) on the following date: 05 February 2024

2.4 CONTRACTOR RELATIONSHIPS

The Department of State (DOS) encourages the use of subcontractors. In addition, the Department requires that any potential Organization Conflict of Interest be identified in the proposal to ensure proper firewalls established prior to award.

2.5 MULTIPLE PROPOSALS/ALTERNATIVE SOLUTIONS

Contractors shall not submit, nor shall the Government accept or evaluate, multiple proposals offering alternative solutions. Contractors shall not submit, nor shall the Government accept or evaluate, multiple solutions within one proposal.

2.6 PERIOD OF ACCEPTANCE OF OFFERS

Contractors shall agree, if the proposal is accepted within ninety (90) calendar days (unless a greater period is inserted by the contractor) from the date specified in the solicitation for receipt of proposals, to furnish any or all of the requirements upon which prices are proposed at the price set opposite each item, performed and/or delivered at the designated point(s) within the time specified.

2.7 SPECIFIC SUBMISSION INSTRUCTIONS

Vendors shall limit the number of pages to no more than Thirty (30), 12 Point Font, Times New

Roman, pdf. (suggestion)

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Procurement Sensitive: Unauthorized disclosure of this information violates the Procurement Integrity Act. See FAR 3.104

STATEMENT OF WORK

INL/ Panama

Cellular Phone Services

STATEMENT OF WORK (SOW)

1.GENERAL INFORMATION

a. The US Department of State’s (DOS) Bureau of International Narcotics and Law

Enforcement Affairs (INL), has program authority derived from the Foreign

Assistance Act of 1961. The International Narcotics and Law Enforcement Section

(INL) of the US Embassy Panama, Panama City, is responsible for providing assistance to host governments to develop and implement effective counter narcotics, anticrime, and border control programs. INL works closely with US law enforcement agencies to ensure that Panama has the training and tools needed to combat illicit drug traffic and transnational organized crime.

2. SCOPE

a. This Performance Work Statement (PWS) is for mobile telephone and data services for the INL Section of the US Embassy Panama.

b. INL Panama is requesting up to four hundred and fifty (450) cell phone lines for official purposes.

c. The vendor shall provide complete mobile telephone and data services for the INL

Section of the US Embassy Panama.

d. The vendor shall furnish the proposed products and services in accordance with the conditions, requirements and specifications of this PWS of similar or greater specification.

3. REQUIREMENTS

a. The vendor shall provide ALL items stated under APPENDIX A, TECHNICAL SPECIFICATION OF ITEMS of this RFQ. Packaging and preservation shall be IAW best commercial practices to enable shipment to final destination in Panama to the address specified (e.g. see APPENDIX B), without repacking or incurring damage during shipment and handling.

4. PERIOD OF PERFORMANCE

The period of performance is for 1 base year and 4 option years, beginning April 4, 2024.

5. DELIVERABLES

Line Item Description Unit Qty

0001 Mobile Cellular Telephone Service for up to 450 cell phones, within the Republic of Panama, including Data, Voice, Messaging and 75 additional SIM Cards.

Year 1

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SUPPLIES AND PRICES

a. The Contractor shall provide to the U.S. Government the new products & services as described in the specifications for the stated firm fixed price. 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 contract. The firm fixed price shall include the products pre-delivery inspection, certificates of origin, operator’s manuals, warranty certificates and any other documentation mandated by the destination country.

b. The price shall include all direct and indirect costs, shipping, profit, export requirements, insurance, etc. The price will not be subject to adjustment after award of the contract.

7. INSTALLATION & SERVICES:

a. The vendor shall ensure professional configuration to original equipment manufacturer (OEM) standards for all components and accessories.

8. MAINTENANCE:

a. The vendor shall ensure 100% operational reliability of procured equipment. The vendor shall provide a Point of Contact (POC) in the event any of the supplied equipment fails who can repair or replace the failed equipment.

b. The contractor shall provide technical support for setting up voice mail, roaming questions, questions on the phone features, number changes, lost or stolen telephone reporting, manufacturer’s warranty information, and all other matter concerning the mobile telephone services through the Contractor’s Project Manager. Contract Project

Manager shall be fluent in Spanish and English.

c. The contractor shall provide technical support for setting up voice mail, roaming questions, questions on the phone features, number changes, lost or stolen telephone reporting, and manufacturer’s warranty information, and all other matter concerning the

Manager should all be fluent in Spanish and English.

*** Manuals shall be furnished in English and Spanish languages.

9. LOCATION OF WORK:

a. The equipment & deliverables shall be delivered to:

i. U.S. Embassy Panama

Demetrio Lakas Street, Bldg. 783, Clayton

Panama City, Panama

10. TRAINING:

a. The Contractor shall provide, at no additional cost, training be offered to all users who received a mobile phone. Training shall highlight how to properly operate the equipment & its features. If such training is required by the US Government, the

COR will coordinate this with the Contractor to match the work schedule.

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11. TECHNOLOGICAL REFRESHMENT:

a. After contract award, the United States Government may, pursuant to FAR clause

52.212-4, Contract Terms and Conditions –Commercial Items, paragraph (c), Changes, request changes within the scope of the contract. These changes may be required to improve performance or react to changes in technology.

b. The contractor may propose for the United States Government’s technological refreshment substitution or addition for any provided product(s) or services that may become available as a result of technological improvements. The United States

Government may, at any time during the term of this contract or any extensions thereof, modify the contract to acquire products which are similar to those under the contract and that the Contractor has or has not formally announced for marketing purposes. This action is considered to be within the scope of the contract. At the discretion of the

United States Government, a demonstration of the substitute product may be required. The United States Government is under no obligation to modify the contract in response to the proposed additions or substitution.

c. Such substitution or additions may include any part of, or all of, a given product(s) provided that the following conditions are met and substantiated by documentation in the technological refreshment proposal:

i.The proposed product(s) shall meet all of the technical specifications of this document and conform to the terms and conditions cited in the contract.

ii.The proposed product(s) shall have capacity, performance, or functional characteristics equal or greater than the current product(s).

iii.The proposal shall discuss the impact on hardware, services and delivery schedules. The cost of changes not specifically addressed in the proposal shall be borne entirely by the contractor.

iv.Contractor has the right to withdraw, in whole or in part, any technological refreshment proposal prior to acceptance by the United States

Government. Contractor will use commercially reasonable efforts to ensure that prices for substitutions or additions are comparable to replaced or discontinued products. If a technological refreshment proposal is accepted and made a part of this contract, an equitable adjustment increasing or decreasing the contract price may be required and any other affected provisions of this contract shall be made in accordance with this clause, the Changes clause, and other applicable clauses of the contract.

12. EQUIPMENT RETURN/DEFECTIVE POLICY:

a. If a new cell phone is defective, it will be exchanged within two (2) business days.

b. If a cell phone is defective, it will be send to the contractor’s technician office. The diagnostic will be completed within three (3) business days. If the damage is covered by

Procurement Sensitive: Unauthorized disclosure of this information violates the Procurement Integrity Act. See FAR 3.104 the warranty, it will take no more than one (1) week to be repaired/returned. If the damage is not covered by the warranty, after the Embassy approves the repair it will take no more than two (2) weeks to be repaired/returned to service.

13. DISCLOSURE OF INFORMATION:

a. Any information made available to the Contractor by the US Government shall be used only for the purpose of carrying out the provisions of this contract and shall not be divulged or made known in any manner to an person except as may be necessary in the performance of the contract.

14. ADDITION OF NEW LINES:

a. The contractor will provide a fully functional SIM card, telephone number and appropriate security codes PIN and PUK to the COR within 24 hours after receiving a modification to the contract.

b. NOTE: Although this requirement indicates a total need for four hundred and fifty

(450) mobile phones and mobile phone services. It is the discretion of the CO/COR the exact quantity of activations to be in service at any one time. The four hundred and fifty

(450) value solely represents the maximum amount of phones lines that may be in service during the life of this contact.

15. PERMITS:

a. Without additional cost to the United States Government, the Contractor shall obtain all permits, licenses, and appointments required to successfully perform under this contract. The contractor shall obtain these permits, licenses, and appointments in compliance with applicable Panamanian laws.

16. DELIVERABLES:

Report/Plan Frequency Addressees

Billing Report Monthly COR/FMO (via mail & email)

Recovery Plan Submitted with Proposal CO (via email)

Quality Assurance Surveillance

Plan (QASP) (See PWS Section

18)

Submitted with Proposal CO (via email)

Quarterly Report Quarterly COR (via email)

Equipment Receiving and

Tracking Report (Item description, quantity, and location)

Monthly COR (via email)

17. REPORT DETAILS:

a. Billing Report:

i. The Contractor shall provide monthly breakdown of calls made by individual number. The breakdown shall clearly show:

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1. Embassy (INL) Account Number

2. Sub Account Number per Section

3. Cell Phone Number

4. Called Number

5. The Time and Date of the Call

6. The Duration of the Call

7. Cost of each call

8. Total Price ii. The Billing Report shall also include a summary showing a listing of each line with total monthly price in local currency for that line. A detailed invoice for each agency (Sub Account

Number per Section) has to be attached to each summary invoice and should include the cost breakdown by each telephone line according to the pricing schedule.

b. Recovery Plan

i. The contractor shall submit a plan with their proposal which details how they will respond in the event of an emergency or serious disaster when all networks may be jammed or when parts of the network are destroyed. ii. The plan shall detail how the vendor expects to overcome any obstacles created by a natural disaster and how they plan to maintain network reliability in such an occurrence.

c. Quarterly Report

i. The Contractor shall submit quarterly financial and programmatic reports for each calendar quarter throughout the life of the contract (October 1 –

December 31, January 1 – March 31, April 1 – June 30, and July 1 –

September 30). Each report shall identify total expenditure data per CLIN.

d. Equipment Receiving and Tracking Report (Item description, quantity, and location)

i. The Contractor shall submit a report detailing how many phones and cellular services are active, what phones are out of service, and what phones are undergoing repairs.

e. Training Plan

i. The Contractor shall submit their proposed training plan for new operator basic training with their proposal.

18. QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP):

a. This plan provides an effective method to promote satisfactory contractor performance. The QASP provides a method for the Contracting Officer's

Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the United States Government, is responsible for management and quality control to meet the terms of the contract. The role of the United States Government is to monitor quality to ensure that contract standards are achieved.

Performance Objective Scope of Work Para Performance Threshold

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Services:

Maintain reliable cellphone services in Panama.

1 & 1.2.

All required services are performed and no more than one (1) customer complaint is received per month.

19. KEY PERSONNEL:

a. The Contractor shall provide (1) one Project Manager.

i.The Program Manager shall serve as the primary point of contact between the

CO/COR & the vendor. The Program Manager shall resolve issues, submit deliverables, and assist in activation/ de-activation of mobile phone lines.

ii.Required Qualifications:

1. Fluency in English

2. Fluency in Spanish

b. During the first 90 days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is required due to illness, death, or termination of employment. The Contractor shall notify the Contracting Officer within 15 calendar days after the occurrence of any of these events and provide the information required below to the Contracting Officer at least 15 days before making any permanent substitutions.

c. After the first 90 days of performance, the Contractor may substitute a key person if the contractor determines that it is necessary. The Contractor shall notify the

Contracting Officer of the proposed action immediately. Only with the approval of the

COR and Contracting Officer may the Contractor make a Key Personnel substitution.

Prior to making the substitution, the Contractor will provide the information required below to the Contracting Officer.

d. The Contractor shall provide a detailed explanation of the circumstances requiring the proposed substitution, a complete resume for the proposed substitute. The proposed substitute shall possess qualifications equal or greater than the original Key Personnel

(Project Manager). The Contracting Officer will notify the Contractor of its approval or disapproval of the substitution within (15) fifteen calendar days after receiving the required information. The United States Government will modify the contract to reflect any changes in key personnel.

APPENDIX A

TECHNICAL SPECIFICATIONS OF ITEMS

LOT 0001 Includes Mobile Cellular Telephones, data, voice and messaging, and additional

SIM CARDS, as follows:

Mobile Cellular Telephones – (MEET OR EXCEED)

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QUANTITY: 450

MINIMUM REQUIREMENTS FOR CELL PHONES:

• Android Smart Phone (OS Android 13)

• Screen Size 6.5” in (1080 x 2400)

• Native Google Mobile Services (GMS) compatibility

• CPU Octa-Core @ 2x2.2 GHz Cortex-A76 & 6x2.0 GHz Cortex-A55

• 128 GB internal Storage

• RAM 4 GB

• Multiple Rear camera resolution 50.0 MP/f1.8, 5 MP/f2.2, 2MP/f2.4

• Front camera 13MP, f/2.2.

• 5000 mAh (Typical) non-removable battery with fast charging (battery life greater than 14 hours)

• Battery charger (USB C connector)

• Earphones

• User manual

• Safety certificate and brochures (security codes/PINS)

• SIM Card

Cell phone Services within the Republic of Panama (Data, Voice, Messaging) – (MEET OR

EXCEED)

QUANTITY: 450

SPECS:

• Calls within Panama City

• Country wide voice and data services

• The Contractor shall ensure that the connection through its network in Panama is of the highest quality possible and shall be, clear and with no static. Network problems shall be remedied immediately, and the Contracting Officer’s Representative (COR) must be immediately informed of any problems, and their resolution.

• Wireless Application Protocol (WAP)

• The Contractor shall provide Internet connection through their network to the

Wireless Application Protocol (WAP) Internet sites or better connection.

• SMS messaging

• The contractor shall provide 24-hour access to SMS messaging.

• Voice Mail

• The Contractor shall provide Voice Mail services in English and Spanish. Voice

Mail Box shall be prepared for each number separately as per standard practice.

• 24 hour Customer service

• The contractor shall provide technical support for setting up voice mail, roaming questions, questions on the phone features, number changes, lost or stolen telephone reporting, and manufacturer’s warranty information, and all other matter concerning the

Manager shall be fluent in Spanish and English.

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• The contractor is to provide a VIP ‘Hotline’ email and telephone number for the purpose of reporting equipment problems and malfunction, billing inquiries and/or customer question regarding accounts and/ or services.

• Detailed Billing of calls made

• 3G and LTE Data Services

• The contractor shall ensure on a 24-hour basis at least 90% 3G or LTE local network coverage around Panama with special consideration to all urban areas and main traffic routes, as well as the areas of Chiriquí and Darien.

• One thousand twelve hundred (1200) minutes to any operator

Additional SIM Cards – (MEET OR EXCEED)

QUANTITY: 75

SPECS:

• 75 additional SIM cards shall be made readily available to INL Panama personnel in the event of a lost or damaged phone.

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APPENDIX B

DELIVERY TERMS DELIVERY TERMS

SHIPPING - FOB DESTINATION.

The Contractor shall consolidate the entire shipment to prevent loss and misdirection. Any lost or damaged items during shipment shall be replaced by the contractor upon notification.

The items being acquired will be donated to the government of Panama, but the ultimate destination will be INL-Panama for receiving and donation purposes. The contractor shall ensure that all items are prepared for safe shipment and include all necessary export approvals, required material data safety sheet, licenses, and paperwork. One copy of the packing list and commercial invoice must accompany the shipment, attached to the outside of the “lead” or number one box/carton/package, or individually attached to the outside of each box/carton/package.

*Effective May 30, 2013, the Department's Dispatch Agency Consolidated Receiving Points

(CRPs) will no longer be able to accept cargo that has a shipping label on the outside of the package that fails to identify the destination post. Unidentified Supply Shipments will be refused by Dispatch Agency and returned at contractor’s expense.

Include a copy of the packing list with original invoice to the Contracting Officer that will provide advance information for Customs clearance purposes. Partial shipments are not allowed.

REQUIRED DELIVERY DATE.

30 calendar days after receipt of award. If an export license is required, delivery shall be 30 days after receipt of export license, and export license application shall be accomplished expeditiously after award.

DELIVERY ADDRESS

If equipment purchased in the United States:

Address for delivery is:

U.S. Embassy Panama

Demetrio Lakas Street, Bldg. 783, Clayton

Panama City, Panama

If equipment is purchased in Panama:

Address for installation and maintenance and support services are:

U.S. Embassy Panama

Demetrio Lakas Street, Bldg. 783, Clayton

Panama City, Panama

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PLEASE NOTE: All orders are ultimately intended for an overseas destination. If the shipment will involve wood packaging material, then the packing and palletizing must conform to the standards in the International Standards for Phytosanitary Measures Publication No. 15: “Guidelines for

Regulating Wood Packaging Material in International Trade” (ISPM 15) and have the appropriate markings indicating that the materials meet this standard. Any deliveries arriving at our indicated domestic delivery address that do not meet these standards will be rejected and must be corrected at the contractor’s expense.

INSPECTION AND ACCEPTANCE

The final inspection and acceptance of ALL items shall be performed by the U.S. Government upon their arrival at the customs facility in Panama City, Panama. The payment(s) to the

Contractor shall be made following satisfactory inspection and acceptance of products by the

Office of INL in Panama.

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