21st_Century_JFO_RFI.pdf

21st Century JFO

Request for Information (RFI)

September 3, 2013

Request for Information

A. INTRODUCTION

Homeland Security Presidential Directive-5, Management of Domestic Incidents, February 28, 2003, was intended to enhance the ability of the United States to manage domestic incidents by establishing a single, comprehensive national approach to domestic incident management. The Federal Emergency Management Agency (FEMA) JFO (Joint Field Operations) is one of the principal organizational elements designed to implement and facilitate the domestic incident management responsibilities of the Secretary of Homeland Security.

The JFO is a temporary Federal multiagency coordination center established locally to facilitate field-level domestic incident management activities related to prevention, preparedness, response, and recovery when activated by the Secretary. The JFO provides a central location for coordination of Federal, State, local, tribal, nongovernmental and private-sector organizations with primary responsibility for activities associated with threat response and incident support.

The ability of the JFOs to perform their essential functions depends on the availability and redundancy of critical communication systems to support the JFO entities, Federal, State, and local departments and agencies, critical customers, and the public. The capabilities provided at a JFO are consistent with the criticality of the event, Level 3 through Level 1, with Level 1 being the most severe.

B. MISSION AND GOALS

FEMA information technology (IT) professionals work in a highly dynamic environment, and therefore must ensure constant readiness to support disaster relief efforts while at the same time efficiently and effectively providing on-going IT service delivery. The public, the Administration, DHS FEMA leadership, and Congressional Committees expect FEMA to have the appropriate IT strategies and capabilities (people, processes, and tools) in place to fulfill this important mission. New and proven IT service delivery models need to be considered that will serve as mission enablers, allowing the organization to be more responsive in meeting mission needs.

The focus of this market research i s i n supp ort o f an enterprise wide initiative to improve OCIO service delivery to JFOs by identifying and defining a turn-key solution for provisioning wireless communications (voice, video, and data) specific to FEMA JFO facilities that will meet the IT requirements for the entire agency. The JFO solution will allow for seamless connectivity into the FEMA Enterprise as well as extend similar capabilities from the HQs environment (NRCC, Regional HQs) to the JFOs or other deployed FEMA facilities. The current FEMA infrastructure is comprised of Cisco network, Avaya voice, and Polycom VTC elements.

C. INFORMATION REQUESTED

FEMA is soliciting information from qualified providers on potential solutions and implementation approaches with regards to the following requirements. Information provided should be sufficient in detail to support analysis and demonstrate viability, applicability, and sustainability.

Listing of assumptions used in identifying the requirements

Assumptions and Constraints

# Description 1 Day Zero (0) of the timeframe is the first day of the JFO signed lease 2 Only DHS/FEMA approved infrastructure will be used to connect to the FEN 3 No other wireless service will be provided by external partners or agencies

Common Requirements

Listing of Enterprise Level requirements affecting all event levels and JFOs # Description 1 Conforms with FIPS 140-2

> FIPS validated/compliant AES-128 is acceptable for over-the-air encryption 2 Conforms with IPV6 3 Conforms with DHS 4300A security policy 4 Utilizes 802.11x WiFi specification 5 Redundant architecture 6 Architecture supports FEMA and FEMA-authorized (external) partners 7 Internet connectivity 8 Secured Enterprise solution

> Secured network with centralized managing, controlling and monitoring capabilities > Modular architecture with flexible network deployment capabilities to support network size ranged from 100 users to 1400 users

9 Support FEMA furnished laptops and other FEMA furnished WiFi capable devices 10 Support FEMA authorized non-FEMA furnished WiFi capable devices 11 Use of Warning banner for authorized FEMA guests with non-Federal agencies’ furnished WiFi capable devices 12 Support data services for normal mission support operations 13 Support voice services for normal mission support operations including call centers 14 Support video services for normal mission support operations 15 Support wireless printing for normal mission support operations 16 Content filtering is mandated for any traffic over the internet 17 Flexible, scalable solution to accommodate the full event life cycle and changes to it (surge, downsizing, etc.)

18 Provide 911 service and local calling 19 Local Call Center capabilities 20 Handle inbound calls by group(s) 21 Remote transfer of calls for after hours 22 VND/Vectoring call center enhancement 23 Auto attendant for incoming calls 24 Support wired data requirements for FCO/Staff, Admin, Finance, GIS groups (% of total users)

The JFOs support a variety of events as characterized in this chart; the requirements listed below are needed in support of each level.

Level 3 Virtual JFO or Limited response activities; staffing moves smoothly, quickly into recovery activities

Limited Service-Fully Centralized JFO

The ramping up and down of staff is nearly symmetrical; JFO operations last up to 90 days

Peak staffing occurs close to the mid-point of JFO operations Peak staffing level up to 100

Level 2 Limited Staffing is balanced between response and recovery activities The ramping up is steep; however, ramping down of personnel is elongated due to recovery operations and need for associated technical staff (FEMA and contractor) Peak staffing occurs at approximately 35-50% along the JFO operations timeline, which typically last up to 180 days total Peak staffing level between 300 and 500

Level 1 Full Service-Fully Centralized JFO The staffing profile is stretched out by longer duration recovery activities The ramping up is steep; the ramping down of personnel is severely elongated as recovery operations and, in particular, contract technical staff and support functions remain

Peak staffing occurs at approximately 25% or less along the JFO operations timeline, which typically last up to 365 days total

Peak staffing level between 800 and 1000

Category

Event Level Requirements

Description Data Bandwidth/OneNet - Verizon T1, AT&T T1 Data Bandwidth/Public - Local T1 Voice ISDN Data Wireless capability for all users Data Wired endpoint capability Data Wireless printing capability Data Wireless plotter capability Data Wireless scanning capability Data Wireless copier capability Data Wireless server capability Voice Wireless capability for all users (wireless handset and smartphone) Data Support Fax machines Voice Wireless conference phone (turtle phone) capability Voice Wireless PA System capability Video Support Desktop video (Virtual JFO only) Voice Support Operator Console Voice Support Answering Machine Voice Support ADD Check-in Hotline Voice Support TTY for hearing impaired Video Wireless VTC capability

Video Peer-to-peer capability from each access point via wireless device, i.e. iPad, iPhone, laptop, Android (assume not more than 50% utilization at one time)

D. INSTRUCTIONS TO RESPONDENTS

Responders are encouraged to submit their responses in the form of a high-level technical capability statement along with the attached Questionnaire. This RFI is a request for information regarding your company and your products/services. The same information will be gathered from different companies and may be used to evaluate suppliers for possible inclusion in a future RFP sourcing process.

All information included in or pertaining to this RFI is confidential and provided only for the recipient knowledge. You may not disclose to any other party the information included in this document or from discussions connected to it.

When responding to this RFI, clearly label all proprietary information and any other limitations on disclosure. Please limit your specific narrative response to 20 pages, although this may be supplemented by attachments (limited to 3 attachments), performance plans and/or metrics from similar solutions for FEMA’s consideration.

It is not the intent of FEMA to publicly disclose vendor proprietary information obtained during this market research effort. To the full extent that it is protected pursuant to the FOIA and other laws and regulations, information identified by a respondent as “Proprietary or Confidential” will be kept confidential. It is emphasized that this RFI is for planning and information purposes only and is NOT to be construed as a commitment by the Government to enter into a contractual agreement, nor will the Government pay for information solicited.

This RFI is issued solely for information and planning purposes and does not constitute a solicitation. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. While FEMA is releasing this RFI to conduct market research, FEMA is not obligated to issue a Request for Proposal (RFP). A formal pre-solicitation synopsis will be published should FEMA decide to issue an RFP. Respondents are solely responsible for all expenses associated with responding to this RFI. Responses to this RFI will not be returned.

The group reviewing the responses may seek further clarification from respondents. This clarification may be requested in the form of brief verbal communication by telephone, written communication, or electronic communication. In addition, RFI respondents may be invited to present their response to the reviewing group. The purpose of this presentation would be to seek clarification of information contained within the response.

Responses to this RFI shall be submitted electronically no later than 12:00 p.m. EST on 4 October 2013 to lilian.hutchinson@fema.dhs.gov. This person is also able to provide assistance in answering questions regarding this RFI. Please submit all questions to Ms.

Hutchinson no later than 11 September 2013, 1200 Noon-Eastern. Responses to this RFI will be evaluated by FEMA technical and business staff.

mailto:lilian.hutchinson@fema.dhs.gov�

E. ABBREVIATIONS AND TERMINOLOGY

The following list of acronyms, abbreviations, and related terminology is provided for clarity and consistency in understanding the requirements.

JFO Joint Field Office – A temporary Federal multiagency coordination center established locally to facilitate field-level domestic incident management activities related to prevention, preparedness, response, and recovery when activated. The JFO provides a central location for coordination of Federal, State, local, tribal, nongovernmental and private-sector organizations with primary responsibility for activities associated with threat response and incident support. In the event of multiple incidents, multiple JFOs may be established.

AFO Area Field Office – A forward element of the JFO Operations Section, established by the JFO Coordination Group, which is responsible for a specific geographic area. Depending on the geographic scope of the incident, one or more AFOs may be needed to support operations. AFOs are forward elements of JFO operations; each AFO is responsible for a specific geographic area, but resides wholly within the JFO operations.

FEN FEMA Enterprise Network

ADD Automated Deployment Database

September 3, 2013

RFI Questionnaire

Topic Response Company

Company Name Company address

Company web page Main products/services

Main market/customers Ownership structure with ownership status in percentage

Structure of parent corporation, joint ventures, subsidiaries, partnerships or other relevant relationships

Number of years on the market Company location(s)

Environmental management system(s) Quality management system(s)

Describe your business continuity management

Employees Production

R&D Marketing and sales Quality department

Financial information Last year turnover

Last year gross margin Last year profit

Stock markets where your company is listed

Person responding to this RFI Name

Telephone Email

Capacity Capacity conditions today

Anticipated capacity conditions within 12 months

Exceptions Conditions listed in the RFI that cannot be met

September 3, 2013

RFI Questionnaire

Topic Response

References Description of products or services that are already delivered to customers today, and could be comparable to what is requested in this RFI

Reference customers using comparable products or services (including contact information)

Reference customers using your products or services today, although they are not comparable with what is requested in this RFI (including contact information)

Location Locations available for delivery

Availability of spare parts and support