Attachment 2- Statement of Work (draft)- RFI.pdf

STATEMENT OF WORK (SOW)

FOR

DISTRICT FOURTEEN MICROWAVE RADIO RECAPITALIZATION PROJECT

PHASE 3 REPLACEMENT OF FUJITSU FLASHWAVE MULTIPLEXERS

1.0 GENERAL

1.1 BACKGROUND

Remote IP Delivery (RIPD) Microwave (MW) radio recapitalization project is a C5ISC-ISD effort to replace the current Aviat (Harris) Constellation radio and Fujitsu Flashwave 4100LS Multiplexers, which are no longer commercially available and have year-by-year manufacturer support. These devices are located in US Coast Guard (USCG) District 14, Hawiian Islands.

1.2 SCOPE

The scope of this SOW is limited to the purchase and installation of replacement multiplexers in District 14. The new multiplexers will connect to the existing Fiber Optic cable plant and to the Aviat Eclipse MW radio.

1.3 OBJECTIVE

Achieve a successful installation of Aviat Eclipse INUes to replace the current Fujitsu Flashwave multiplexers on Mt Haleakala, Maui, HI. The new Eclipse INUes will carry all State of Hawaii, Maui County, and Coast Guard circuits between the 3 sites on Mt Haleakala. The Aviat Eclipse INUe has been installed at 13 sites in District 14 during the spring of 2025 to replace the Aviat Consteallation radios. This install is phase 3 of the overall replacement project.

1.4 APPLICABLE DOCUMENTS

1.4.1 Compliance Documents

The following documents provide specifications, standards, or guidelines that must be complied with in order to meet the requirements of this contract:

a) Section 508 Compliance

1.4.2 Reference Documents

The following documents may be helpful to the Contractor in performing the work described in this document:

a) COMDTINST M10550.25 (Series), Electronics Manual

b) COMDTINST M5100.47 Safety & Environmental Health Manual

STATEMENT OF WORK

Microwave Recapitalization

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c) NAVSHIP 250-660-42, Electric Shock – It’s Causes & Prevention

d) DoD-5220.22M, National Industrial Security Program Operating Manual

e) HSAR 3004.470-2(a) Homeland Security Acquisition Regulation

f) MD 11042.1 Safeguarding Sensitive But Unclassified (FOUO) Information

g) DHS Sensitive Systems Handbook

h) MD 4300.1 Information Technology Systems Security

i) CIM 9000.6E, Naval Engineering Manual

j) C5ISCINST 4130, Configuration and Change Management Policy

2.0 SPECIFIC TASKS AND REQUIREMENTS

Vendor shall provide program and project oversight and management, business and financial management, coordination, planning, test management and execution, laboratory support, and technical engineering services necessary to support engineering services for Mt Haleakala sites.

Execution will be governed by the applicable statutory and regulatory policies for systems engineering, installation, production and testing and evaluation. Additionally, Vendor shall utilize best engineering business practices, process improvement, configuration management and establish and /or maintain corporate and collaborative tools and resources in the execution of this SOW, to achieve efficient and effective results against cost, schedule, and performance.

Vendor shall develop and maintain required technical documentation utilized in support of this SOW and update the documentation as unit configurations changes.

Vendor will develop and maintain a Plan of Action and Milestones (POA&M) and/or a master schedule to utilize for project execution.

For configuration control purposes, Vendor shall establish, organize and maintain technical documentation in an electronic repository to ensure its availability for compliance reviews, minimize the potential risk to information integrity, and maximize the efficiency and reuse of content.

The USCG M4130 Project Management process must be followed, and all applicable documents created and updated throughout this recapitalization project.

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2.1 Task One: PROCUREMENT SERVICES

Vendor shall perform Procurement Services in accordance with Vendor acquisition policies and guidelines. Procurement items include, but are not limited to, the list below, including one or more of the following products (or a suitable alternative if product availability is an issue):

a) A new Aviat Eclipse INUe that is FIPS 140-2 compliant, contains monitored hot-standby redundancy, contains a remote access monitoring port, and has the ability to connect to the Single Mode fiber between sites.

b) The new equipment must be able to handle TDM and Ethernet circuits.

c) Update/replace the Aviat Provision software to support monitoring the new equipment.

d) The new radios must be installed in current nineteen inch wide racks.

2.2 Task Two: SYSTEMS ENGINEERING AND INTEGRATION SERVICES

Vendor must integrate equipment/systems into existing USCG platform configurations for the purpose of adding, upgrading or recapitalizing capabilities. Vendor must engineer solutions to problems or make improvements to meet USCG requirements. Vendor must develop and maintain a master schedule of proposed and confirmed System Engineering and Integration events.

Vendor must provide Systems Engineering Implementation Services for the new microwave radios, assisting C5ISC in the design, integration, and management of the new microwave radios.

Vendor shall capture system hardware and software data for each system. Data collected will be submitted to the USCG Technical Representative and managed internally as part of configuration status accounting. System performance metrics must be captured and provided to USCG as required. Drafting, technical and logistics documentation must be developed and provided to the USCG Technical Representative. Dependent upon the USCG's review of data received, concurrence must be obtained from the Technical Representative and provided within 60 days of receipt.

Ensure needed test gear is available at each site to perform any recommended tests and provide test results to the USCG within five (5) days of completion of each test.

Installation planning shall be done to ensure minimal downtime occurs during the equipment replacements. All equipment, materials and parts shall be verified and available on-site prior to the start of the cutover of services.

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A Preliminary Design Review (PDR) shall be created based on the above information and presented to the USCG Technical Representative for approval.

A mutually agreeable maximum amount of down time for all customer services will be determined at Final Project Plan approval not to exceed six (6) hours.

In the conduct of Systems Engineering Implementation Services, Vendor must conduct the following events:

2.2.1 SITE SURVEY

Refer to Site Survey information collected in Aug 2022 and May 2024. This information will help populate the procurement specifications and engineering design for the replacement microwave radios.

2.2.2 PRE-INSTALLATION TEST AND CHECK OUT (PITCO)

Prior to integrating equipment in the USCG platform, Vendor must perform a PITCO of any new equipment. The PITCO consists of performing procedures to test and evaluate equipment/systems received from a vendor or assembled at Vendor facilities to determine that they are suitable for integration, prior to transporting the material to a USCG site.

2.2.3 PRE-INSTALLATION CHECK OUT (PICO)

On-site, at the start of the System Engineering and Integration event, a PICO shall be performed to establish a functional baseline of the existing system before any configuration changes occur. Tests are performed on the existing or already installed system and equipment. PICO testing, if performed, precedes SOVT and is not considered part of SOVT. .

2.2.4 SYSTEM OPERATIONAL VERIFICATION TEST (SOVT)

SOVTs are a predetermined set of conditions, operations and measurements that are formally documented in test procedures and recorded results that when correctly performed, verify and validate the equipment and system installation and enable a quantitative assessment of installation operability and readiness to support mission objectives. The SOVT tests the performance of a system within its intended operational environment, confirms the system meets as-designed requirements, and administers OJT for responsible maintenance and operator

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personnel. Vendor must generate a deliverable copy of the full SOVT report, with a signature sheet signed by a unit representative prior to departure from the unit.

2.2.5 PLATFORM USCG DRAWING MODIFICATION

Vendor must develop a configuration design plan for each integration event.

Redlines generated during the integration will be incorporated into the drawing packages, resulting in As-Built Drawings. As-Built Drawings will depict the actual as-built conditions of the completed integration. If Site/Class Drawings exist for a platform, Vendor must incorporate applicable updates. Drawings will be presented to the USCG in AutoCAD .DWG format and Adobe .PDF format.

2.2.6 DAILY STATUS REPORT (DSR)

Vendor shall complete a daily update of tasks performed and any issues via phone call or in person at the end of each workday.

2.2.7 SITE STATUS NOTIFICATION

Vendor must provide notification to the USCG Technical Representative, during and upon completion of each Systems Engineering and Integration event. This must be accomplished via electronic mail, or voice conversation. If applicable, this will include:

a. Summary of all work performed

b. Statement of accomplishments (task(s) completed)

c. Explanation of problems encountered and recommendations for resolution

2.3 TASK THREE: LOGISTICS SERVICES

Vendor shall provide logistics support IAW Section 1.12.3, in support of C5ISC.

a. USCG shall provide escort services to all sites to ensure access to the RFF facilities.

b. Vendor shall provide shipping and receiving of equipment to the RFF site.

c. Vendor shall provide removal of any shipping materials from the RFF site.

d. Vendor shall provide removal of old equipment and transport to USCG Base

Honolulu on Sand Island. Equipment shall be organized on pallets/in boxes and transfer document prepared with RFF name, equipment manufacturer, model and serial number.

e. Vendor shall provide storage of new equipment until on-site installations take place.

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2.4 TASK FOUR: REPORTS

Vendor must provide the USCG Technical Representative the following reports as described in Deliverables Section.

a. Item 4 – Pre installation and circuit cutover Plan

b. Item 5 – PITCO

c. Item 6 – PICO

d. Item 7 - SOVT

2.5 TASK FIVE: TRAINING

Vendor must provide basic operation training on the new radios and Provision software to Base Honolulu C5I Department maintenance personnel.

a. How to operate the new equipment

b. How to troubleshoot common issues with the equipment

c. How to view the equipment and faults in the Aviat Provision/Portal software.

3.0 CONTRACTOR PERSONNEL

It is the responsibility of the contractor to propose qualified contractor personnel to perform all requirements specified in the SOW.

3.1 QUALIFIED PERSONNEL

The Contractor must provide Aviat qualified personnel to perform installation and testing requirements specified in this SOW.

3.2 CONTINUITY OF SUPPORT

The Contractor must ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor must ensure that all contract support personnel are present for all hours of the workday. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor must provide e-mail notification to the Contracting Officer’s Representative (COR) prior to employee absence. Otherwise, the Contractor must provide a fully qualified replacement.

3.3 KEY PERSONNEL

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Before replacing any individual designated as Key by the Government, the Contractor must notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes must possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The Contractor must not replace Key Contractor personnel without approval from the Contracting Officer. The following Contractor personnel are designated as Key for this requirement. Note:

The Government may designate additional Contractor personnel as Key at the time of award.

3.3.1 Contractor Key personnel must not be assigned by the Contractor to more than one key position for this requirement.

Representatives:

Name Position Phone

3.4 PROJECT MANAGER

3.5 EMPLOYEE IDENTIFICATION

3.5.1 Contractor employees visiting Government facilities must wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees must comply with all Government escort rules and requirements. All Contractor employees must identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

3.5.2 Contractor employees working on-site at Government facilities must wear a government issued identification badge. All Contractor employees must identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.) and display the Government issued badge in plain view above the waist at all times.

3.6 EMPLOYEE CONDUCT

Contractor’s employees must comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor must ensure Contractor employees always present a professional appearance and that their conduct must not reflect discredit on the United States or the Department of Homeland Security. The Project Manager must ensure Contractor employees

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understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.7 REMOVING EMPLOYEES FOR MISCONDUCT OR SECURITY REASONS

The Government may, at its sole discretion (via the Contracting Officer), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons.

Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 OTHER APPLICABLE CONDITIONS

4.1 SECURITY

Contractor access to unclassified, but Security Sensitive Information may be required under this SOW. Contractor employees must safeguard this information against unauthorized disclosure or dissemination.

4.2 PERIOD OF PERFORMANCE

The period of performance for this contract must not exceed 30 June 2026.

4.3 PLACE OF PERFORMANCE

The primary place of performance will be a combination of the Contractor/Vendor facilities and the United States Coast Guard District 14, Mt Haleakala, Maui site.

4.4 HOURS OF OPERATION

Contractor employees must generally perform all work between the hours of 0800 and 1700 HST, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees must be required to work other than normal business hours, including weekends and weeknights, to fulfill requirements under this SOW.

4.5 TRAVEL

The task order resulting from this solicitation will be issued as a FIRM-FIXED PRICE order. All costs associated with this task order should be structured according to the anticipated contract type. Travel will not be reimbursed separately. The Government is not responsible for any costs associated with site visits, quote submissions, or any other associated costs.

4.6 POST AWARD CONFERENCE

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The Contractor must attend a Post Award Conference with the USCG Technical Representative no later than 45 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the USCG Project Manager, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held via teleconference.

4.7 PROJECT PLAN

The Contractor shall provide a draft Project Plan at the Post Award Conference for Government review and comment. The plan, at a minimum, shall include: (a) list of work to be performed;

(b) project schedule; (c) description of intended results; (d) role of key personnel, if applicable and (e) how quality of service (project) will be maintained throughout life of contract. The Contractor must provide a final Project Plan to the USCG Technical Representative not later than 30 business days after the Post Award Conference.

4.9 PROGRESS REPORTS

The Project Manager must provide a weekly progress report to the USCG Technical Representative via electronic mail. This report must include a summary of all Contractor work performed, , all direct costs by line item, an assessment of technical progress, schedule status, and any Contractor concerns or recommendations for the previous reporting period.

4.10 PROGRESS MEETINGS

The Contractor Project Manager shall be available to meet with the USCG Technical Representative upon request to present deliverables, discuss progress, exchange information and resolve emergent technical problems and issues. These meetings must take place via teleconference or phone call.

4.11 GENERAL REPORT REQUIREMENTS

The Contractor must provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Microsoft Office Applications).

4.12 INTELLECTUAL PROPERTY

4.13 PROTECTION OF INFORMATION

Contractor access to information protected under the Privacy Act is required under this SOW.

Contractor employees must safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulation.

Contractor access to proprietary information is required under this SOW. Contractor employees must safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulation.

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Contractor access to proprietary information is required under this SOW. Contractor employees must safeguard this information against unauthorized disclosure or dissemination in accordance with DHS MD 11042.1, Safeguarding Sensitive But Unclassified (For Official Use Only) Information. The Contractor must ensure that all Contractor personnel having access to business or procurement sensitive information sign a non-disclosure agreement (DHS Form 11000-6).

4.14 SECTION 508 COMPLIANCE

All products, platforms and services delivered as part of this work statement that, by definition, are deemed ICT shall conform to the revised regulatory implementation of Section 508 Standards, which are located at 36 C.F.R. § 1194.1 & Appendix A, C, & D, and available at https://www.gpo.gov/fdsys/pkg/CFR-2017-title36-vol3/pdf/CFR-2017-title36-vol3-part1194.pdf.

In the revised regulation, “ICT” replaced the term electronic and information technology (EIT), used in the original 508 standards. ICT includes IT and other equipment.

Exceptions for this work statement have been determined by DHS and only the exceptions described herein may be applied. Any request for additional exceptions shall be sent to the Contracting Officer and a determination will be made according to DHS Directive 139-05, Office of Accessible Systems and Technology, dated November 12, 2018 and DHS Instruction 139-05-001, Managing the Accessible Systems and Technology Program, dated November 20, 2018, or any successor publication.

5.0 GOVERNMENT FURNISHED RESOURCES

The Government will not furnish any equipment or supplies to the Contractor in support of this contract.

The Government will provide the workspace necessary to perform the on-site portion of Contractor services required in this contract, unless specifically stated otherwise in this work statement.

6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor must furnish all storage facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in SOW.

7.0 GOVERNMENT ACCEPTANCE PERIOD

The USCG Project Manager will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the USCG Project Manager will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

https://www.gpo.gov/fdsys/pkg/CFR-2017-title36-vol3/pdf/CFR-2017-title36-vol3-part1194.pdf

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The USCG Project Manager will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the USCG Project Manager of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

8.0 DELIVERABLES

The Contractor must consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the USCG Technical Representative prior to proceeding to next deliverable or event in this SOW.

ITEM SOW

REFERENCE

DELIVERABLE

/ EVENT METHOD/FORMAT DUE BY

DISTRIBUTION

1 N/A Kick-Off Meeting In-person/Virtual Meeting

Within forty-five (45) business days of contract acceptance

N/A

2 Meetings In-person/Virtual Meeting Weekly

3 2.4 Pre installation and circuit cutover Plan

Soft copy given to USCG Technical Representative

NLT five (5) business days prior to FAT at vendor facilities

USCG Technical Representative

4 2.2.2 PITCO

Hand Delivery and Electronic: Soft copy to USCG Technical Representative business days after the FAT at vendor facilities

5 2.2.3 PICO

Hand Delivery and Electronic: Soft copy to

NLT two (2) business day after the test is completed.

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ITEM SOW

REFERENCE

DELIVERABLE

/ EVENT METHOD/FORMAT DUE BY

DISTRIBUTION

6 2.2.4 SOVT Report

Hand Delivery and Electronic: Soft copy to business day after the test is completed.

USCG

Technical

7 2.1.5 Drawings Soft copy to USCG Technical Representative

Within sixty (60) business days of completion of prototype installation.

USCG

Technical