Attach 2 - RFI -HF ALE PWS Dec 2025.pdf

Performance Work Statement (PWS) USDA High Frequency Automatic Link Establishment Radio System – Test, Maintenance & Training

United States Department of Agriculture (USDA) Office of Homeland Security (OHS)

Performance Work statement (PWS) for High Frequency Automatic Link Establishment Radio System – Test, Maintenance & Training

Sources Sought ID No: USDA POD 0001 RFI accessible at:

https://forms.office.com/Pages/DesignPageV2.aspx?origin=NeoPortalPage&subpage=design&id=5zZb7e4BvE6GfuA8-g1Gl7wgt6-rU9dFhtcMGUifqN5UMVFMQ0lLTzdVODRaVVRHUUVQMTBOUEtHMS4u

1.0 Background

The United States Department of Agriculture (USDA), Office of Homeland Security (OHS), National Security Systems Program (NSSP) oversees High Frequency (HF) Automatic Link Establishment (ALE) radio communication systems at multiple Department offices.

The USDA has executed 2 previous 5-year contracts (AG-3144-P-16-0163 & 12314421P0014) to provide mission-essential HF ALE maintenance coverage for USDA HQ, USDA’s Primary Alternate Location (PAL) in Elkins, WV, and USDA’s Devolution (DEV) site Kansas City, MO.

These systems are required by OSTP/OMB Directive 16-1, Minimum Requirements for Federal Executive Branch Continuity Communications Capabilities. The HF ALE systems ensure that, no matter the crisis or incident, that USDA can communicate with interagency and White House leadership directly. This contract directly supports and enables the Federal Mission Resilience Strategy of 2020 and Presidential Policy Directive – 40: National Continuity Policy.

2.0 Task Introduction

The USDA HF ALE systems are composed of the following major components:

USDA Headquarters:

Codan/ 2230 Radio Console(s) Qty: (2) Codan/ 3020 Transceiver Supply Qty: Qty: (1) Codan/ 3062 1kW Power Amplifier Qty: (1) Codan/ 3062 Power Supply Qty: (1) Inverted “V” Antenna Qty: (1)

Radio Frequency (RF) cabling to connect major system components Datron/Transworld TW7000F Portable “Fly Away” HF suitcase (1)

USDA Forest Service Office Elkins, WV:

Site Specific Configuration: This site has 2 independent HF ALE systems: System #1 is configured with a primary and alternate transceiver for the system. System #2 has a single transceiver. With manual configuration changes, system #1 can use either the primary or alternate transceiver as necessary. This provides a backup capability for system #1 in the event of a partial systems failure.

Codan/ 2230 Radio Console(s) Qty: (2) Codan/ 3030 Radio Console(s) Qty: (2) Codan/ 3061 500W High Frequency Amplifier Qty: (1) Dipole Antenna Qty: (2) (1x inverted V; 1x flat top) 10M Whip Antenna Qty: (1) Codan/ 3220 HF Power Supply Qty: (1) Codan/ 3061 HF Power Supply Qty: (2) Codan/ 3020 Transceiver Supply Qty: Qty: (2) Daiwa/ CS401 Antenna Selection Switch (1) Codan/ 3240 Antenna Tuner Qty: (1)

Datron/Transworld TW7000F Portable “Fly Away” HF suitcase qty: (1)

Bannister Federal Complex Kansas City, MO Site Specific Configuration: This site has 2 independent HF ALE systems: System #1 is configured with a primary and alternate transceiver for the system. System #2 has a single transceiver. With manual configuration changes, system #1 can use either the primary or alternate transceiver as necessary. This provides a backup capability for system #1 in the event of a partial systems failure.

Codan Envoy 2230 Desk Console Qty: (3) Codan 3061 500W HF Amplifier Qty: (2) Codan 3061 HF Power Supply Qty: (2) Codan Envoy 2210 Transceiver Qty: (2) Codan 3020 Transceiver Qty: (3) Barkers and Williamson BWDS-65N Dipole Antenna Qty: (2) (1x inverted V; 1x flat top) Alpha Delta 2B Antenna Selection Switch Qty: (1)

3.0 Task Objective

The purpose of this solicitation is to obtain annual service, maintenance, and training support on the HF ALE radio systems used to support the United States Department of Agriculture (USDA/) Office of Homeland Security (OHS) and the Office of the Chief Information Officer (OCIO) in meeting National Communications Systems requirements.

The individual performing work must have the following qualifications:

- Be certified on CODAN brand radios

- Be certified on DATRON brand radios

- Be approved by the respective radio manufacturers to perform component level maintenance, installation, operation, and provide training on the device(s).

4.0 Type of Contract

Firm Fixed Price (FFP)

5.0 Support Need Statement

Each of the 3 tasks listed below should have subtasks for each of the USDA HF ALE sites listed in this PWS along with associated pricing for the base period and all option years. Travel must be built into the pricing on a firm-fixed price basis for all tasks; reimbursement for Contractor travel is not authorized for this contract.

Sub-Tasks may be funded or unfunded based on the needs of the Government. As an example, if one of the systems were to be decommissioned during this contract’s Period of Performance, the Tasks associated with that site would not be exercised or funded in future option periods.

Task 1 – Annual Periodic Maintenance Subtask 1.1: Elkins, WV Subtask 1.2: USDA HQ Washington, DC Subtask 1.3: Kansas City, MO

The Contractor shall conduct an annual on-site physical inspection and maintenance of all components of the HF ALE systems to include:

o Radio (Transceiver) o Power Supply o Radio Consoles and Components o Antenna / Antenna Mounts o Cabling

The contractor shall also make system configuration changes as needed to maintain optimum system performance to include:

• Adjust antenna for optimal performance as required

• Perform Software & Firmware Upgrades as required

• Update Radio Programming for operation on Government authorized HF ALE networks

• Remote quarterly Communications Test support with each system at all sites.

The contractor shall provide a “HF ALE Testing and Preventive Maintenance Site Visit Report” deliverable no later than 14 days after each maintenance visit. This report will identify each component of the system that was tested during the maintenance visit as well as its status. The report will also clearly identify components that are operating outside of the manufacturer’s recommended specifications that may need to be serviced or replaced.

The costs of Contractor travel & per-diem shall be built- into the pricing for Task 1 for each of the subtasks.

Task 2 – System Outage/Repair

Subtask 2.1: Elkins, WV Subtask 2.2: USDA HQ Washington, DC Subtask 2.3: Kansas City, MO

The contractor shall respond and initiate diagnostic testing upon notification of system outages and degradations within 1 business day.

o Initial Telephonic/Email Assistance o On-Site if unable to repair remotely

• Complete all labor to repair the outage o Coordinate/complete warranty repairs on covered items at no additional costs to the Government o Provide loaner components to USDA at no cost if the vendor has equipment available o Repair equipment no longer under warranty on a component repair/replacement cost using fair market prices.

- Provide a separate estimate for approval for repair of replacement of the component as applicable

The costs of Contractor travel & per-diem shall be built-in to the pricing for each of the Task 2 subtasks.

The Government recommends planning for 3 visits each year for each Task 2 subtask based on historical system issues and outages. This price will be fixed during each period of performance regardless of how often Task 2 is needed to maintain system operation at the 3 HF ALE sites.

Task 3 – Training and Operations Assistance Subtask 3.1: Elkins, WV Subtask 3.2: USDA HQ Washington, DC Subtask 3.3: Kansas City, MO

The contractor shall provide remote and/or hands-on system operator training:

• Provide Annual System Operator Training on-site.

• Provide Training as software/firmware upgrades are applied if the software/firmware changes how the system performs or is operated.

• Provide telephonic / email support 24/7 as required.

The costs of Contractor travel & per-diem shall be built-in to the pricing for Task 3 for each of the subtasks. On-site training will occur once per year. Remote training will occur as needed and can occur over a Telephone or computer software platform such as Teams/Zoom.

6.0 Place of Performance

On-site work will be conducted at the following USDA locations between 0800 and 1700 hours (unless otherwise agreed to by Facility POC):

Location name Agency Address 1 City State USDA Headquarters (HQ) OHS 1400 Independence Ave SW

Washington DC

U.S. Forest Service Office OCIO 200 Sycamore St Elkins WV Bannister Federal Complex OCIO 2306 E. Bannister Road Kansas City MO

7.0 Period of Performance

The period of performance (POP) for this contract will be one (1) 12-month base period and four (4) 12-month option periods.

Base Period (Estimated Effective Date) March 1, 2026 – Feb 28, 2027 Option Period 1: March 1, 2027 – Feb 29, 2028 Option Period 2: March 1, 2028 – Feb 28, 2029 Option Period 3: March 1, 2029 – Feb 28, 2030 Option Period 4: March 1, 2030 – Feb 28, 2031

8.0 Points of Contact (POC)

• Technical Point of Contact (TPOC) / Contracting Officer Representative:

Marc Sunby, National Security Systems Program, OHS 1400 Independence Ave SW, Room 1457, Washington, DC 20250 (marc.sunby@usda.gov) 202-690-7838

• Program Manager:

Brendan C. Drake, National Security Systems Program Manager, OHS

1400 Independence Ave SW, Room 1457, Washington, DC 20250 (brendan.drake@usda.gov) 202-720-8761

• Facility POCs will be provided upon contact award

Service Calls will typically be placed through the National Security Systems Program Staff, but in urgent situations Facility POCs may call the Contractor directly.

• On-Site Service Calls will typically be performed between 7AM and 5PM local time at each site.

• After Hours / On Call / Emergency Response Support:

o Responses for urgent communications needs o Facility maintenance support that must be conducted outside normal duty hours.

9.0 Deliverables

The required deliverables are:

• HF ALE Testing and Maintenance Project Plan – the Contractor shall provide a plan for implementing the PWS Tasks (due within 14 days of contract award).

• HF ALE Testing and Preventive Maintenance Site Visit Report (sample report) – the Contractor shall provide a format for the annual site visit report (due within 14 days of contract award).

• HF ALE Testing and Preventive Maintenance Site Visit Report - describing HF ALE testing results and system performance checks, identifying system or equipment problems, and describing actions taken to ensure proper operation of the HF ALE Radio equipment (due with 14 days of each site visit).

10.0 Security Requirement

The component parts of this effort and reports are expected to contain highly sensitive information that could act as a guide for hostile entities to cause harm to the Department’s and Nation’s critical infrastructure. Any such information made available in any format shall be used only for the purpose of carrying out the provisions of this agreement. Such information shall not be divulged or made known in any manner to any person outside individuals identified by the program manager to receive such information. No information will be released to anybody external to USDA without the express written approval of the Program Manager. The contractor shall immediately notify the program manager and the on-site task manager upon discovery of any intentional or inadvertent disclosures of information by any party. Contractor personnel will have access to USDA facilities, information and equipment limited to that which is needed to perform contract scope.

The contractor shall not disclose sensitive or proprietary information of, or in the possession of, the USDA or any of its operation units, industry partners or business partners to unauthorized persons. The contractor will be subject to any and all penalties imposed by law for unlawful disclosure of USDA information. USDA must approve any press releases or interviews with industry prior to action.

The contractor shall provide the CO the name of all entities to be used as subcontractors for each type of work to be performed prior to their performing any work under this contract in accordance with the FAR. The Government reserves the right to accept or reject any subcontractors proposed.