SOW_fleet_locker_system.docx

CBP - NTC Fleet Reservation & Security

U.S. DEPARTMENT OF HOMELAND SECURITY

U.S. CUSTOMS and BORDER PROTECTION

STATEMENT OF WORK

FOR

Office of Field Operations National Targeting Center Operational Support Division Automated Fleet Locker & Reservation System

Table of Contents

2.1 Purpose of the Project…………………………………………………………………4

2.2 Consultants……………………………………………………………...……………. 4

2.3 Best Value……………………………………………………………..………………4

2.4 Useful Life………………………………………………………………….…………4

BACKGROUND:

As a component of the United States (U.S.) Department of Homeland Security (DHS), Customs and Border Protection (CBP) is the unified border agency responsible for protecting our Nation’s borders in order to prevent terrorists and terrorist weapons from entering the United States while facilitating the flow of legitimate trade and travel. CBP also is responsible for apprehending individuals attempting to enter the U.S. illegally; stemming the flow of drugs and other contraband; protecting our agricultural and economic interests from harmful pests and diseases; protecting American business from theft of their intellectual property; and regulating and facilitating international trade, collecting import duties, and enforcing U.S. trade laws.

The National Targeting Center (NTC) enterprise, within the Office of Field Operations (OFO), supports CBP enforcement activities by proactively targeting and coordinating examinations of high-risk travelers and cargo in all modes of transportation. The NTC is the point where advance data, access to law enforcement records and information, and systems converge to conduct the vetting necessary to identify travelers and cargo shipments that pose the highest risk. The NTC mission includes collaborating with Federal, State, Local and International Partners.

While the NTC maintains a presence at a number of locations, the two primary footprints are at the Customs and Border Protection (CBP) headquarters located in the Ronald Reagan Building (RRB), in Washington DC, and at a facility located in Sterling, Virginia where the latter is the largest footprint. In addition to the OFO staffing, other CBP offices including the U.S. Border Patrol, Office of Information Technology, Office of International Affairs (INA) etc., as well as other U.S. government (USG) agencies including Immigration and Customs Enforcement, U.S. Coast Guard, etc., and liaisons from foreign partner government agencies maintain a presence at the NTC in Sterling.

The NTC vehicle fleet is parked at the Sterling NTC location. The NTC fleet is comprised of 23 SUVs, sedans, transport vans and trucks. Many of the vehicles are reserved by various personnel of NTC, with the exception of the vehicles that are assigned to the Executive Director and Directors. These vehicles are reserved for transportation to/from meetings, Harper’s Ferry activities, Honor Guard events, Explorer activities, conference transportation for attendees and speakers.

PROJECT:

This Statement of Work (SOW) is for detailed project management, planning, programming, documentation, implementation and maintenance services related to the purchase and implantation of reservation software and vehicle key security a system for the NTC fleet.

2.1. Purpose of the Project:

Provide a reliable, efficient reservation system that includes key security for NTC personnel making fleet reservations and secure storage of vehicle keys. This software and security locker system will help prevent the following issues that arise:

· Missing binder and keys

· Persons mistakenly taking the wrong vehicle on wrong day/time

· Persons taking a vehicle without reservation

2.2. Consultants:

Consultants shall provide insightful and expert professional services to achieve the Services goal and purpose, working in close collaboration among themselves, with NTC staff and CBP internal consultants, as appropriate, and with vendors, and other third parties who may be involved in the Services. Consultants shall have the knowledge, skills, authority and willingness to use resources effectively and to find the best possible ways of serving the Government’s strategic and operational goals and objectives and produce a best value solution. The types of services requested are listed below. Services shall include technical expertise and professional Project Management.

2.3. Best Value:

The Government’s Best Value criteria will be focused on delivery of excellent technical performance and a functionally effective integrated reservation and security locker system. Value will be achieved by a design that makes use of locker unit space, ability to grow and utilization of a unique identification number that is generated by AlgilQuest OnBoard. As a mission-oriented government organization, the Agency’s budget is constrained and long-term value at minimal initial and lifecycle cost is one project goal.

2.4. Useful Life:

The Government expects that the replacement system will have a useful life for a minimum of 10 years.

PROJECT MANAGEMENT:

The contractor shall provide professional project management services for the duration of the Project. Reasonable efforts shall be taken to maintain continuity of all personnel assigned to the project. Project management services shall include:

Creation of a detailed project schedule with task delivery milestones;

Coordination of efforts to meet schedule objectives, including efforts not performed by contractor’s own forces;

Provide bi-weekly schedule updates in MS Project and Adobe Acrobat formats:

Schedule and attend Project meetings, beginning with the initial Project launch meeting to be held within two weeks following contract execution, bi-weekly Project meetings; and interim Project meetings as may be required;

Distribute meeting minutes within two days of project meetings;

Track promised task delivery;

Develop and deliver a schedule of values for planned services, giving expected costs of accomplishing service milestones;

Maintain a log of performance deficiencies and user desires for consideration in work evaluation and planning.

NTC FLEET RESERVATION SYSTEM:

Currently the NTC uses a SharePoint site for reservations, but will be transitioning to AgilQuest OnBoard to provide better customer service and “one-stop shopping” for NTC personnel. NTC currently is using AgilQuest OnBoard for conference room reservations. Upon completion of an AgilQuest vehicle reservation a confirmation number or unique identification number is generated. The person with the reservation can pick up the vehicle binder and keys to be used for the duration of their reservation, returning the binder and keys for the next reservation.

SCOPE OF SERVICES:

This SOW defines the requirement for an integrated electronic system reservation and secure locker system for the NTC fleet. The locker system software should interface with administrative and support systems including fleet reservation systems (AgilQuest OnBoard. The locker system software will capture information related to each vehicle reservation including date, time frame of reservation, location and miles driven. The locker system software will have the capacity to grant access to the vehicle key stored inside the locker system 15 minutes before the reservation time and coded access to return the keys upon expiration of the reservation, generate on-screen reports, emails and summary access reports.

· The system should include at least 25 compartments and no more than 25 compartments of a size no smaller than 15 in. x 15 in.

· The system should include at least 5 compartments of a size no smaller than 30 in. x 30 in.

· The total size of the physical locker system should be no more than 8 ft. x 8 ft.

· The compartments should be able to hold a weight of at least 15 pounds.

5.1 Technical specifications

· The system shall integrate with NTC’s existing reservation system, AgilQuest

· The integration shall include at least the following:

· A unique code generated at the time of reservation (such as the confirmation number) shall be used to unlock the locker which holds the key to the reserved vehicle

· The code should be valid during the time of the reservation only, preventing users from opening the locker to remove keys outside of their reserved timeframe

· Each compartment should house the key (and other information) for one vehicle, and only that compartment should be unlocked when using the access code

· The system should be scalable to allow for the addition of more compartments in the future, with only minor modifications to the system interface (i.e., the addition of more items available to reserve)

· The system modifications required to add additional lockers should be executable by the administrative users

· The system shall support general users as well as administrative users

· General users shall have access to retrieve the keys for their reserved vehicle using a code provided through the reservation process

· Administrative users shall have access to add/modify vehicles, keys, and compartments and to modify the system as necessary to keep the resources current

· Connectivity:

· Internet connectivity and standard power outlets will be provided by the government

Services will also include technical support help desk manned during regular business hours Monday through Friday over an initial 30-day period after implementation followed thereafter by on support on an on-call basis.

DELIVERABLES AND DELIVERY SCHEDULE:

SOW Reference

9.1.1 Receive Demonstration of NTC Fleet Reservation & Security System

9.1.1.1

9.1.1.2

9.1.2 Document User Requirements

9.1.2.1

9.1.2.2

9.1.2.3

9.1.3 Data Entry and Archive

9.1.3.1

9.1.3.2

9.1.3.3

9.1.4 Other Systems Connectivity

GOVERNMENT-FURNISHED INFORMATION AND EQUIPMENT:

7.1 Government Furnished Information (GFI). TBD

7.2 Government Furnished Equipment (GFE).

· Stand-alone off network desktop or laptop computer.

PLACE OF PERFORMANCE:

Vendor home facilities. Except that project meetings and presentations are expected to occur at the Sterling facility.

PERIOD OF PERFORMANCE:

The period of performance will be December 31, 2019.

SECURITY:

10.1 Vetting. Prior to initiation of work on this Project, the Contractor’s staff must submit and successfully pass DHS/CBP vetting for access to CBP (U.S. Government) facilities and to access CBP systems in support of this Project. The Contractor’s staff must maintain that status throughout work on this Project.

10.2 Law Enforcement Data. All information associated with this action is Unclassified. The Contractor’s staff will not have access to law enforcement sensitive databases. Personal data and Personally Identifiable Information (PII) will be safeguarded in accordance with Government directives and other applicable laws and regulations as specified in the Attachment entitled Security and in accordance with the Privacy Act of 1974. 5 USC 552a (1988 & Supp. IV 1992) and the Office of management and Budget Implementation guidelines published in the Federal Register and the amended provisions of the Privacy Act as implemented by the Computer matching and Privacy Protection Act of 1988 (Pub. L, No. 100-503).

10.3 Non-Disclosure. The Contractor’s staff will abide by all non-disclosure laws and policies of the Government. If a Contractor’s staff person misuses or attempts unauthorized access to restricted databases, the COR will request immediate replacement of the person, with all training to be assumed at the cost of the Contractor. The Government may also take any appropriate legal action as deemed necessary by the nature of the offense.

OTHER CONSIDERATIONS:

11.1 Meetings

· Vendor shall be required to attend contract award and closing meetings and may be required to attend bi-weekly meetings to discuss performance and issues.

· Vendor may be required to attend unscheduled meetings to discuss emergency issues.

11.2 Points of Contact

COR:

PM: Charlotte Cullina CBP, Office of Field Operations National Targeting Center, Operational Support Division Office Telephone: 571.468.1319 Email: charlotte.cullina@cbp.dhs.gov

Sarah Gough CBP, Office of Field Operations National Targeting Center, Policy and Planning Division Office Telephone: 571.468.1605 Email: sarah.gough@cbp.dhs.gov

Mike Salsgiver CBP, Office of Field Operations National Targeting Center, Operational Support Division Office Telephone: 571.468.1149 Email: michael.t.salsgiver@cbp.dhs.gov

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