2. SOW IT Equipment ICE VU .docx

U.S. Department of State (DOS)

Bureau of International Narcotics and Law Enforcement Affairs U.S. Embassy – INL Guatemala

Computer Equipment, Licenses, Migration, and Installation services for ICE Vetted Unit

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 not 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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SECTION 2

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 must 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 THE REQUEST FOR PROPOSAL

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.

2.3 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.

2.4 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.

2.5 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.

2.6 SPECIFIC SUBMISSION INSTRUCTIONS

Vendors shall limit the number of pages to no more than fifteen (15), 12 Point Font, Times New Roman, pdf.

Quotes MUST include the following to be considered compliant:

· PRICE: unit and extended prices, inclusive of delivery charges in USD.

· DELIVERY DATE: All equipment shall be delivered no later than (NLT) 60 calendar days from receipt of the award notification.

· DESCRIPTION: ICE Unit requires the purchase, migration, installation, configuration, operation, testing, training and support of new:

· PAST PERFORMANCE: A list of contracts within the last two (2) years for the provision of comparable equipment to federal or commercial customers. The list shall include contact information (name, organization, email, and phone) and limited to no more than five (5) references.

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SECTION 3

DESCRIPTION OF REQUIREMENTS

3.1 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 INL section of the U.S. Embassy in Guatemala is responsible for the administration of programs and funds. INL works very closely with U.S. Law Enforcement Agencies to ensure that Guatemala has training and tools needed in the fight against transnational Gangs. INL also works very directly with various Government of Guatemala (GOG) institutions such as; Ministry of Government, Public Ministry, Ministry of Health, Ministry of Education, Guatemalan Narcotics Police, Guatemalan Civilian National Police (PNC), Guatemalan Immigration, and Guatemalan Customs.

As part of the Letter of Agreement between the GOG and the USG INL-G is responsible for supporting and funding the changes and improvements to the ICE Vetted Units.

The contractor shall provide with the IT Equipment and its pertinent components and ensure warranty/guarantee services are available in Guatemala City.

3.2 TECHNICAL SPECIFICATIONS

The equipment shall be clean, new, not previously used and must be in optimal operating conditions and quality. All manuals shall be furnished in Spanish.

(ALL SPECIFICATIONS LISTED ARE SIMILAR OR EQUAL TO)

· Total available storage should be at least 12TB using RAID 5 configuration with RAID controller.

· Total memory should be at least 64 GB that will be distributed between physical server and 2 virtual servers.

· One Intel Xeon processor. (Processor should be up to 24 cores)

· At least 4 (1Gb) network adapters

· Redundant power supplies with sufficient wattage for workload; with (2) cables (NEMA 5-15P to C13)

· Sliding rails for 4-post rack with cable management arm.

3-year warranty and 4-hour mission critical onsite service. This service offers reliability, ensuring long-term product durability and immediate resolution of issues. These hours are provided as a precaution in case the server encounters any inconvenience after the configurations are made.

· The server should include:

· Windows Server 2022 Standard edition (cores according to quantity of processors and cores recommended. Up to 24 cores) (Software)

· Client Access Licenses for Microsoft Windows Server 2022 (For Windows Server 2022 Standard Edition)

· Client Access Licenses for Microsoft Exchange Server 2019 (individual user software for Platform use = item 3)

· Processor: 13th Generation Intel Core i7

· Memory: 16 GB, DDR4

· Hard Drive: 256 GB, M.2, PCIe NVMe, SSD

(2) USB 2 port HDMI port DisplayPort

· Power Supply: 65W AC Adapter

· Keyboard: Full keyboard, Spanish Latin American

· Mouse: USB Optical Mouse

· Operating System: Windows 11 Pro License (Spanish)

· Productivity Software: Microsoft Office 2021 Home and Business (Spanish) Perpetual

· Monitor: 24 inch Full HD, with HDMI port and cable

1-year warranty and 4-hour mission critical onsite service. This service offers reliability, ensuring long-term product durability and immediate resolution of issues. These hours are provided as a precaution in case the server encounters any inconvenience after the configurations are made

· Processor: 13th Generation Intel Core i7

· Memory: 32 GB, DDR4, 4800 MT/s

· Hard Drive: 500 GB, M.2, PCIe NVMe, SSD or bigger

· Display: 16.0" FHD, Non-Touch, Camera, Microphone

· Graphics: NVIDIA GEForce RTX 4060 8GB

· Network Cards: RJ45 Ethernet port Intel Wi-Fi + Bluetooth

· Other ports: (2) USB 3.2 DisplayPort 1.4 HDMI port

· Battery: 6 Cell 86Wh battery

· Power Supply: 130W AC Adapter

· Keyboard: Spanish

· Operating System: Windows 11 Pro License (Spanish)

· Productivity software: Microsoft Office Home & Business 2021 (Spanish) perpetual

1-year warranty and 4-hour mission critical onsite service. This service offers reliability, ensuring long-term product durability and immediate resolution of issues. These hours are provided as a precaution in case the server encounters any inconvenience after the configurations are made

· Main input/output voltage: 120V

· Power in VA: 650 VA

· Max. output current: 12 A

· Input Connection type: NEMA 5-15P Output Connection type: (4) NEMA 5-15R battery backup. (4) NEMA 5-15R with surge protection

Connector Type: USB 3.0 Type A and USB 3.0 Type C

1-year warranty

KVM Rack mounted console shall manage up to 8 computers/servers with one keyboard, mouse and monitor (integrated)

1-year warranty and 4-hour mission critical onsite service. This service offers reliability, ensuring long-term product durability and immediate resolution of issues. These hours are provided as a precaution in case the server encounters any inconvenience after the configurations are made

Allocating 20 spare hours to ensure complete functionality of the equipment installed and sync with the network. These hours should be used after installation is complete and cover any other activity not included in the Scope of Work minimizing downtime and impact on operations.

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 expiry 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.

1) Server infrastructure

Current server will be decommissioned.

Server will include storage roles

(1) Physical server that is running as the Firewall server.

Firewall functionality is obsolete, but server is used to redirect internet access from user in the network to the correct sites.

The server will be decommissioned because the functionality will be transferred to a firewall appliance that will be installed by other vendor.

2) Print and Scanning Services All new printers will be configured and installed through the print server.

3) Network functionality Most network cards on the servers will be configured specifically for certain virtual servers and services. The DNS and DHCP will be configured in the domain controller server.

4) Domain Policies All domain policies will be configured in the Domain Controller.

Main policies are:

· Folder Redirection. To redirect user folders and desktop to a folder inside the storage server

· Access to USB. Disabling any USB device connected to the portable computers.

5) Storage Services All raid storage will be configured on the RAID controller.

The virtual server that manages the files storage role will have large virtual disks configured to be added to storage services or Exchange Server for email database storage.

6) Personal Computers All personal computers must be configured to be part of the domain, have Microsoft Office installed and activated. Also, they must have all updates installed.

7) UPS Installation All personal UPS must be power connected and installed in all desks.

3.3 DELIVERY (SHIPPING AND HANDLING INSTRUCTIONS)

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:

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.

For a local vendor

Equipment shall be delivered to the following address for installation – 18 Avenia 18-69 zona 10.

3.4 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.

3.5 WARRANTY

ALL ITEMS SHALL COME WITH AT LEAST ONE YEAR 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.

3.6 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.

3.7 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:

i. Quantities

ii. Compliance with the offered technical specifications

iii. Compliance with delivery date

iv. Correct operation of the required elements

3.8 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.

3.9 PLACE AND HOURS OF PERFORMANCE

The task order installation must last no more than 5 calendar days, suggested date: From June 30th to July 3rd, 2025. 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 (No optional 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 on-site installation and configuration outlined in the statement of work. All items must meet or exceed the technical specifications as indicated in the Statement of Work, as well as meet or exceed warranty requirements and delivery and completion timelines.

· Award will be made to the lowest priced, technically acceptable, responsible offeror.

· 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 proposal, including all installation/configuration costs, travel, and any other costs proposed for completion of the requirement. Proposed cost should be inclusive of any and all anticipated costs and applicable burden/fee/profits.

· 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).

3.11 POINTS OF CONTACT

Contracting Officer’s Representative (COR) Name: Erick Chacon Email: chaconea@state.gov Phone number: 3128 9961

Program Assistant (TPC) Name: Gretel Aj Email: ajgm@state.gov Phone number: 4032 5647

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