Attachment 1- State Repeater-Statement of Work.docx

Statement of Work (SOW) for State Repeater (StaRep)

INTRODUCTION

Organization and Identification The U.S. Department of State (DOS) leads America’s foreign policy through diplomacy, advocacy, and assistance by advancing the interests of the American people, their safety and economic prosperity.

Within DOS the Radio Programs Branch (RPB) falls under the Bureau of Information Resource Management, Deputy for Chief Information Officer-Operations, Information Technology Infrastructure Office, and the LAN/WAN Services Division (IRM/OPS/ITI/LWS). RPB purchases, installs, maintains, and upgrades the existing Land Mobile Radio (LMR) systems to provide operational support and security for the State Department direct-hire Americans serving both abroad and throughout the U.S.

RPB’s mission is to aid in the protection of life and property by installing, maintaining, and upgrading the Emergency and Evacuation (E&E) radio systems for 280 U.S. Embassies, Consulates, Missions abroad, and domestic radio systems for Diplomatic Security.

Background DOS operates and maintains existing Land Mobile Radio (LMR) systems at 21 major cities throughout the United States. Special Agents from the Bureau of Diplomatic Security at these field offices require two-way radio communications during their protection of the Secretary of State, protection of visiting foreign dignitaries, law enforcement activities, and investigatory work.

DOS also operates and maintains existing LMR systems at 280 U.S. Embassies or Consulates called Emergency & Evacuation (E&E) and Emergency Action Committee (EAC) radio networks. These networks are comprised of separate repeaters located either on the compound or somewhere in the city, at a geographically advantageous high point (building top, mountain top, or tower) for greater long range radio frequency (RF) coverage.

The E&E radio networks must function at all times, especially when all other means of communications fail. During an act of war (intentional infrastructure damage), or natural disaster (unintentional infrastructure damage), the country’s telephone, cellphone, and electrical grid are usually rendered inoperable due to destruction or an overloading (over use) of the communication circuits. It is at this moment when a standalone E&E radio network that does not rely upon the host country’s infrastructure protects life and property. The system allows Chief of Mission personnel to contact the Embassy or Consulate for help and facilitates the emergency coordination from the embassy management to direct-hire staff.

For the Department of State’s E&E radio networks, repeaters are most commonly available in ranges VHF (136-174 MHz) and UHF (400-520 MHz). The ranges are country specific and assigned to the Embassy by the Host Nation.

Lastly, the Global Radio Replacement Program (GRRP) is a 10-year program chartered to upgrade or replace obsolete radio systems at 280 embassies, consulates, and missions with the latest technologies.

Purpose of Effort The Department’s current model of radio repeater has been in service for 15 years. Both the equipment and the technology are aging and need to be upgraded. These reasons, combined with the fact that the manufacture no longer produces the unit, necessitates a need to identify another radio repeater for procurement.

At the moment, the Department of State does not have a contract for the purchase of Land Mobile Radio (LMR) repeater systems. The purpose of this Statement of Work (SOW) is to identify the technical requirements and specifications for repeater systems in different configurations and applications for use at DOS facilities domestic and abroad.

Objective The objective of this effort is to establish an Indefinite Delivery/Indefinite Quantity (IDIQ) contract vehicle that will allow the Radio Programs Branch and all U.S. embassies and consulates to purchase a standard set of compatible radio repeater configurations, devices, and parts at the lowest possible cost.

GENERAL SPECIFICATIONS

System Overview The Contractor shall provide the equipment that consists of radio repeaters and ancillary components to support the five different designed models used by RPB in providing E&E radio coverage of a city. The Contractor may propose separate devices or the same device to meet the requirements of the various design models later described as configuration kits.

The Contractor shall propose a single contract line item (CLIN) with all the required components (e.g. transceiver, receivers, comparators, duplexers, cabinets, GPS devices, GPS antennas, grounding kits and cables, etc.) for each configuration kit in the two frequency bands of repeater systems: VHF and UHF frequencies. If the contractor’s proposed solution contains frequency splits within either VHF and/or UHF, CLINs that match those frequency splits are to be provided. Therefore, the Contractor shall provide separate configuration kit CLINs to accommodate the following two frequency bands:

· Configuration Kit 1 – Stand-Alone

· This configuration consists of a single repeater that can receive a Radio Frequency (RF) signal on one frequency and retransmit it on another frequency.

· Configuration Kit 2 – Back-to-Back

· This system consists of two stand-alone and non-co-located repeaters connected so that any RF signal received on one repeater will be transmitted out both repeaters (e.g., Internet Protocol [IP] circuit, 4-wire, RF linking device, etc.).

· Configuration Kit 3 – Voting System

· This configuration consists of at least four receivers that receive an RF signal on the same frequency, compare the signal strengths between the receivers and then transmit the strongest signal from a single transmitter.

· Configuration Kit 4 – Voting Simulcast System

· This configuration consists of at least four receivers that receive an RF signal on the same frequency, compare the signal strengths between the receivers and then transmit the strongest signal on two or more transmitters simultaneously using the same transmit frequency. Signal timing will be required to address transmit signals in overlapping areas of coverage. The Government may combine Kit 4 with a Kit 1 that has been previously installed and then determined not to meet the coverage needs or it may be a new installation.

· Configuration Kit 5 – Voting Multicast Systems

· This configuration consists of at least four receivers that receive an RF signal on the same frequency, compare the signal strengths between the receivers and then transmit the strongest signal on two or more transmitters simultaneously using different transmit frequencies. The Government may combine Kit 5 with a Kit 1 that has been previously installed and then determined not to meet the coverage needs or it may be a new installation.

TECHNICAL SPECIFICATIONS

Repeater Operating Specifications

· Autosense and auto-switch between AC and DC as well as DC to AC

· 6.25kHz/12.5kHz/25kHz channel spacing is required

· Autosense 90-264 VAC

· DC power back-up capability should power all modules, internal or external, supported by the Repeaters for each configuration kit

· Batteries are Government Furnished Equipment

· Autosense 47-63 Hz

· Temperature range of -22°F to 140°F (-30°C to 60°C)

· Autosense when batteries need charge and, if so, automatically begin charging

· Autosense when batteries are fully charged and, if so, turns off charging

· Programmable power output from 20 Watts to 100 Watts.

· Built in self-test capabilities with local and remote alarm logs.

· MIL-STD-810G, TIA/EIA, FCC, or other industry standard test certification

· Programmable separate TX and RX Network Access Codes.

· Configurable for 12.5 kHz and 25.0 kHz channel spacing

· Modulation of 5kHz for 25 kHz and 2.5 kHz for 12.5 kHz channel spacing

· Analog (FM) and Digital P25 (C4FM) Phase I modulation.

· Analog receive sensitivity of -116.0 dBm or better at 12dB SINAD.

· Digital receive sensitivity of -117.0 dBm or better at 5% BER.

· Frequency stability to 1.0 ppm/yr or better.

· Intermodulation Rejection of 80 dB

· Dedicated 50 Ohm antenna receive signal input port.

· Dedicated 50 Ohm antenna transmit signal output port.

· Project 25 Common Air Interface Compliant

· Ability to rebroadcast subscriber radio's Project 25, MDC or Fleetsync Individual Identification (ID) number data in analog or digital formats to other subscriber radios

· Ability to rebroadcast encrypted, Project 25 voice data per industry standard Physical Specifications:

· Rack mountable into a standard 19” wide or cabinet.

· Rack mounting screws

· Maximum Dimensions 24”D x 9”H

· Maximum weight of 55 lbs.

Interface Specifications:

· Able to be connected via an Internet Protocol without external IP converters

· Able to be connected via a 4 wire circuit when using analog.

Additional Repeater Specifications:

· Programming software must run on Windows 7 operating systems or newer.

· Programming cable must be non-proprietary (e.g. USB, UTP, etc.)

· Tuning and alignment should be accomplished by using an Aeroflex 3920.

· Programming cable must connect directly from the computer to the radio repeater with no external converting device.

· Field programming capability (to allow the Government technicians to program full feature options and radio frequency parameters)

Receiver Operating Specifications

· Autosense and auto-switch between AC and DC as well as DC to AC

· Autosense 90-264 VAC

· Autosense 47-63 Hz

· Temperature range of -22°F to 140°F (-30°C to 60°C)

· Autosense when batteries need charge and, if so, automatically begin charging

· Autosense when batteries are fully charged and, if so, turns off charging

· Built in self-test capabilities with local and remote alarm logs.

· MIL-STD-810G, , TIA/EIA, FCC, or other industry standard test certification

· Programmable separate RX Network Access Codes.

· Configurable for 12.5 kHz and 25.0 kHz channel spacing

· Modulation of 5kHz for 25 kHz and 2.5 kHz for 12.5 kHz channel spacing

· Analog (FM) and Digital P25 (C4FM) Phase I modulation.

· Analog receive sensitivity of -116.0 dBm or better at 12dB SINAD.

· Digital receive sensitivity of -117.0 dBm or better at 5% BER.

· Frequency stability to 1.0 ppm/yr or better.

· Intermodulation Rejection of 80 dB

· Dedicated 50 Ohm antenna receive signal input port.

· Project 25 Common Air Interface Compliant Physical Specifications:

· Rack mountable into a standard 19” wide or cabinet.

· Rack mounting screws

· Maximum Dimensions 24”D x 9”H

· Maximum weight of 55 lbs.

Interface Specifications:

· Able to be connected via an Internet Protocol without external IP converters

· Able to be connected via a 4 wire circuit when using analog.

Additional Repeater Specifications:

· Programming software must run on Windows 7 operating systems or newer.

· Programming cable must be non-proprietary (e.g. USB, UTP, etc.)

· Tuning and alignment should be accomplished by using an Aeroflex 3920.

· Programming cable must connect directly from the computer to the radio repeater with no external converting device.

· Field programming capability (to allow the Government technicians to program full feature options and radio frequency parameters)

Global Positioning System (GPS) A GPS device is used in LMR communications to address the signal timing of a simulcast radio network since radio frequency signals typically overlap in some areas of coverage. This overlap can cause severe interference if the GPS device is not employed to address the signal timing. The following cites the requirements for the GPS device:

· Autosense and auto-switch between AC 90-264 VAC

· Autosense 47-63 Hz

· Capable of accepting DC power input

· Temperature range of -22°F to 140°F (-30°C to 60°C)

· Rack mountable into a standard 19” wide or cabinet.

· Maximum Dimensions 20.5”W x 24”D x 7”H

· Maximum weight of 51 lbs.

· MIL-STD-810G, TIA/EIA, FCC, or other industry standard test certification

Comparator Comparators are used to connect multiple receivers for the purpose of comparing the signals to determine which receiver is receiving the strongest RF signal. The following cites the requirements for the comparator device:

· Autosense and auto-switch between AC and DC as well as DC to AC

· Autosense 90-264 VAC

· Autosense 47-63 Hz

· Temperature range of -22°F to 140°F (-30°C to 60°C)

· Rack mountable into a standard 19” wide or cabinet.

· Maximum Dimensions 24”D x 9”H

· Maximum weight of 51 lbs.

· MIL-STD-810G, TIA/EIA, FCC, or other industry standard test certification

· Able to compare the voice data from a minimum of four receivers

Duplexers A duplexer is a device that allows a repeater to transmit and receive communications over a single path to an RF antenna. The Contractor shall offer the duplexers to accommodate repeater installations in the frequency ranges of 136 – 174 MHz and 380 – 512. The technical specifications must meet the following:

· Temperature range of -22°F to 140°F (-30°C to 60°C)

· Rack mountable into a standard 19” wide cabinet.

· RF cable connectors - N-type Female

· Insertion loss TX to antenna - no greater than 0.8 dB

· Isolation must be greater than 75 dB (between the receive and transmit ports)

· Frequency spread between transmit and receive – 3 MHz for VHF, 5 MHz for UHF

· Pass-Reject type (Notch-filter type may added as an additional CLIN but should not replace Pass-Reject type)

· Average power out – 100 watts

· Maximum input VSWR – 1.5:1

· Max Height in Rack – no greater than 7 inches

RF Linking System . To connect two separate repeater sites, an RF linking system is used when landline circuits cannot be obtained, unreliable, or are too costly. Therefore, an RF linking system is needed to connect the repeaters at two or more remote sites. This system can also be used to link receiver sites back to the comparator for voting systems. The technical specifications must meet the following:

RF System – 400 MHz

· Range up to 60 miles (100 kilometers)

· RF frequency available in the standard bands of, 400-470, or 450-490MHz.

· Programmable/Adjustable transmit power – 5 to 40 watts

· Configurable Channel spacing of 25kHz or 12.5kHz

· Sub-audible tones (CTCSS) and (DCS) equipped

· Compandors to eliminate radio hiss

· Interfaces: Lease line replacement (2 or 4 wire)

· Temperature range of -22°F to 140°F (-30°C to 60°C)

· Rack mountable into a standard 19” wide cabinet

· PC Based or on-board Programming

· Maximum weight – 55 lbs.

· Capable of either digital/P25 or analog

Ethernet Point-to-Point Bridge System – 5.7 to 5.8 GHz

· Range:

· UP to 8 miles (14 kilometers) at 54 Mbps

· Up to 16 miles (26 kilometers) at 9 Mbps

· RF frequency – 5.7 to 5.8 GHz band

· Support for data rates up to 54 Mbps

· Point-to-point configuration

· Optional Antennas: 20 dBi linear polarization

· Separate injector for indoor installations providing DC power to external components.

· Externally accessible receive signal strength meter (for initial alignment)

· External LEDs on external component for diagnostic troubleshooting

· Mounting kits for wall-mount and pole-mount (1.4” to 2.5”) configurations

· RF cable between injector and transmitter

· Ethernet connection for Injector

· Interface – RJ45, 10/100 Base-T Ethernet

· Receive Sensitivity of -70 dB or better

· Temperature range of -22°F to 130°F (-30°C to 54°C)

· Adjustable Power Settings

· Maximum weight of 15 lbs.

Repeater Cabinet Specifications:

The Contractor shall offer industry standard telecommunications racks and cabinets able to house the radio repeater and duplexer. The rack or cabinet should be available in various sizes to accommodate all components needed to create the configuration kits 1 thru 5 as cited above. The technical specifications must meet the following:

· Standard 19” wide cabinet.

· Lockable

· Appropriate height to support:

· Repeater

· UHF duplexer

· Global Positioning System (GPS) Timing Device (Simulcast Only)

· Uninterruptable Power Supply (with external batteries) Uninterruptable Power Supply The Contractor shall offer various models of uninterruptable power supply to provide stable AC power for the configuration kits. The technical specifications must meet the following:

· Temperature range of -20°F to 131°F (-28°C to 55°C) for non-climate controlled installations

· Temperature range of 32°F to 104°F (0°C to 40°C) for climate controlled installations

· Rack mountable into a standard 19” wide cabinet

· Various international power cords for use in most countries

· Autosense 47-63 Hz

· Support for external battery pack (to extend the time of battery operations)

· Support 120 VAC and 220 VAC support (two models are acceptable)

· Provide 120 minutes of battery operations (Various models to support all 5 Config. Kits) RF Cable The contractor shall offer the following RF cable and connectors:

· LMR 400

· Connectors for LMR 400:

· UHF, Male

· UHF, Female

· N-Type, Male

· N-Type, Female

· N-Type, 90 degree Male

· BNC Connector, Male Programming Software and Firmware Updates The Contractor shall provide software used to program or configure the repeater that is compatible with Microsoft Windows 7 or higher. The contractor shall provide the software at no additional cost to the government. The Contractor shall provide the software, or link to a website where the software can be downloaded, to the Contracting Officer’s Representative (COR) within 90 days after release of the programming/configuration software to the public.

The Contractor shall provide firmware upgrade or updates to fix known hardware or software problems and/or issues to the electronic devices in this contract at no additional cost to the government. The Contractor shall provide the actual firmware upgrade/update, or link to a website where the software can be downloaded, to the Contracting Officer’s Representative (COR) within 90 days after release of the programming/configuration software to the public.

The Contractor shall provide, at no cost to the government, a technical solution (i.e. firmware update or documented procedures) to resolve system errors or software bugs that appear due to a new version of firmware or hardware change made in manufacturing.

If an online account is required to download the software, the Contractor shall provide up to five separate user (5) accounts so DOS personnel can access the appropriate website to download the programming software or firmware updates/upgrades.

Engineering Support The Contractor shall offer Tier I, II and III engineering support via phone call and e-mail during the full contract period. This support may be used by DOS to resolve technical problems that occur from incorrect configuration settings, establishing new configurations, configuring interface settings with non-contract components, and troubleshooting problems on operational systems.

Tier I will include Help Desk support where basic level technical support functions will be offered to analyze symptoms and determine underlying problems.

Tier II will include more in-depth technical support provided by more experienced and knowledgeable technicians. Advanced technical trouble shooting and analysis methods will be performed.

Tier III will include support for the most difficult or advanced problems provided by expert level technicians. Expert technical trouble shooting and analysis methods will be performed.

If it is determined that the request for Engineering Support was initiated to resolve technical or operational issues known to be caused by a software bug or a firmware problem, the Contractor will provide the Engineering Support at no cost to the government.

The Contractor shall limit the access to initiating a request for Tier III Engineering Support to the COR and government employees formally designated by the COR.

Repair and Return (Warranty Support) The Contractor shall provide Repair & Return (R&R) services for all equipment under warranty at no additional cost to the government. After the warranty period, the Contractor shall provide maintenance service for equipment that fails.

The Contractor shall provide minor and major repair pricing with a description of what constitutes each type of repair.

The Contractor shall support R&R parts and service for a period of up to five years past the date of manufacture of a radio device or component.

Maintenance Manuals The Contractor shall provide detailed maintenance manuals with each repeater. The maintenance manual(s) should cite the procedures to configure the system’s operating settings including tuning and alignment, maintaining the system in working order, i.e. preventative maintenance, and procedures for affecting repairs down to the smallest vendor-supported field replaceable unit (FRU) or component.

CONTRACT LINE ITEM NUMBER (CLIN) REQUIREMENTS

Configuration CLINs for 10 Kits The Contractor shall establish a CLIN for the above-cited configuration kits 1 thru 5 (commonly referred to as kits) in the 2 frequency bands. Configuration kits 1 thru 5 CLINs shall include all items necessary to make the configuration operational which includes power cords, interconnecting cables, electronic devices, internal options, external microphones, cabinets, licenses, mounting kits (e.g. screws, nuts, bolts, etc.), ground kits, repeaters, receivers, comparators, GPS units, UPS, duplexers, licenses, and all internal options. There should be 10 CLINs to accommodate the 5 configurations for the 2 bands of frequencies (one set of frequencies for each of the 2 bands) which will be considered complete kits.

Component CLINs for 10 Kits and Internal Options The Contractor shall designate CLINs for each component within each of the 10 Kits to include internal options (if ordered as a separate line item). This ensures that the exact replacement items can be ordered in the event of component failure and to enable a particular configuration to be changed to accommodate different devices within the same bands. Additional CLINs should be provided for additional and different network equipment scenarios. All items, considered industry standard, to make a configuration kit work should be included as separate CLINs. The Government will select the different equipment required per installation. If the price for ordering the component as a separate item is different than the price for including the component in a Confirmation Kit, then separate prices must be distinguished using a different CLIN number. The total of all separate component CLINs shall equal the single price for the configuration kit.

Additionally, a separate CLIN shall be provided to accommodate the scenario when a device or component is removed from the configuration kit and replaced. The component list shall include the required components to produce configuration kits that operate on all frequencies within the 2 frequency ranges, i.e. VHF and UHF.

Component CLINs for Various Frequencies and Internal Options The contractor shall designate CLINs (including internal operations) for each item that can be used as a replacement component in the configuration kits to accommodate various frequency changes. For example, if an exciter module in one of the 10 Kit configurations needs to be changed to accommodate a different frequency range, then a CLIN shall be available to accommodate the purchase of that new exciter module. Additionally, these Component CLINs will be used to purchase replacement components to resolve failures during future life-cycle support of each configuration.

If the price for ordering the component as a separate item is different than the price for including the component in a Confirmation Kit, then separate prices must be distinguished using a different CLIN number.

The component list shall include the required components to produce configuration kits that operate in all frequencies within the 2 frequency ranges, i.e. VHF and UHF.

Field Replaceable Units (FRU) and Parts CLINs The Contractor shall provide a list of Standard Field Replaceable units (FRU) and spare parts as separate CLIN numbers. The FRUs are cards or sub-components that can be replaced during depot level maintenance by trained DOS maintenance technicians.

Repair and Return Service CLINs The Contractor shall provide a CLIN for the repair of each major component. The Contractor may provide more than one CLIN for each device to distinguish between the various types or levels of repair (e.g. minor, major, etc.) or to distinguish the repair of a specific card within a component (e.g. power supplies, comparator line cards, etc.).

On-Site Training CLINs The Contractor shall provide a separate CLIN for on-site training at three government facilities noted in the TRAINING section of this SOW. Each CLIN shall include all travel costs for instructor to include--but not limited to--labor, airfare, lodging, per diem, excess baggage, customs fees, visas, photographs, vaccines, travel insurance, taxi’s and local transportation for the training course at each of the three locations cited in the TRAINING section.

Technical Support CLINs The Contractor shall provide a separate CLIN for each request for in-depth engineering support provided by Help Desk (Tier I) and Engineering Services (Tier II and III) personnel via phone call and e-mail. If the prices for Help Desk and Engineering Services are different then multiple CLINs should be cited. This support may be used by DOS personnel to resolve technical problems that occur from incorrect configuration settings, establishing new configurations, or to troubleshoot problems on operational systems.

TRAINING

The Contractor shall create a single training course with the objective of providing students the information necessary to setup, program, configure, repair, tune, and operate the radio configurations identified in this SOW as a complete system or systems. The Contractor’s factory-trained instructor shall present the course for up to twelve (12) students per class. The Contractor shall be responsible for providing separate training materials in paper copy and on compact disk to each student.

The Contractor shall offer service to perform on-site training at the following Government facilities:

Site A:

U.S. Department of State Radio Programs Branch 7955 Angus Court Springfield, VA 22153

Site B:

Regional Information Management Center/Radio U.S. Consulate General Frankfurt Gießener Staße 30 60435 Frankfurt

Site C:

U.S. Embassy Bangkok 120 Wireless Road Bangkok, Thailand 10330

Each training course is expected--but not limited to--one week in duration. The Contractor shall provide on-site training within 90 days of receipt of the order for training.

The Contractor shall provide certificates of completion to all students who attend 90% of each training class provided by the Contractor. The certificates of completion shall be issued to each student on the last day of the training class.

The government shall furnish the following equipment and supplies at each site:

· RF Equipment (Configurations 1 through 5)

· Overhead projector

· Projector screen

· Communications Analyzer

· Standard Tools

· Laptop

· Paper

· Pens

TECHNOLOGY REFRESH AND SUBSTITUTIONS

If contract components become obsolete and no longer available during the original contract year, the Contractor shall propose replacement items of “like kind” that meet or exceed the required specifications as a contract modification at no increase in cost.

After the initial contract year, the contractor may propose replacement items of “like kind” to replace obsolete or items no longer available. A price increase may be appropriate and will be considered.

The determination to modify the contract to add the equivalent or better radio or component substitution will be made on a case-by-case basis. That determination is made solely on the basis as to whether adding the replacement item to the contract will benefit DOS, or not. DOS reserves the right to compete and award a new contract for replacement of the non-available items if a determination is made that the price and/or capabilities of the proposed replacement items are excessive or non-appropriate.

WARRANTY

The Contractor shall provide a two-year warranty of all electronic devices at no additional cost to the government.

Single unit items that fail in the field during the warranty period will be shipped to the vendor for repair or replacement. The U.S. government will pay for the shipping costs to the vendor facility and the vendor shall pay the shipping cost to the government facility within the continental United States.

If it is determined that ten percent or more of the new radios are not meeting the manufacturer’s specifications (and the contract requirements) the Contractor shall pay for all transportation (to and from the government facility) and correct the deficiencies at no cost to the government. The Contractor shall affect the required changes within 90 days of notification.

The Contractor shall issue “Return Authorization Numbers” to track the return and replacement progress of equipment returned to the factory or service depot for repair for in-warranty and out-warranty service. Out-of-warranty service costs shall be determined on a case by case basis.

APPLYING DOS BARCODES

To accommodate DOS receiving process, the Contractor shall affix DOS-provided barcodes labels to each tangible and serialized component having a contract price of $500.00 or greater. The contractor shall affix these barcode labels in clear view.

Secondly, the Contractor shall print a copy of DOS-provided barcode label along with the numerical value of the label and the unit’s serial number on the outside of the devices’ shipping box.

DOS will provide the physical barcodes within 14 days of issuance of the purchase order.

LOGISTICAL MANAGEMENT REQUIREMENTS

The Contractor shall provide all logistical services necessary to successfully satisfy the SOW requirements. This includes, but is not limited to the following requirements:

· All shipment of equipment shall have prior written notification.

· Ninety (90) day delivery date for both parts and equipment.

· No partial shipments, unless specified by Department of State personnel.

· Part number changes shall be reflected in the packing list and prior shipping notification.

· Internal parts, software programming and option items shall be properly marked on packing slip, as to the actual contents (e.g. not just the physical item).

The Contractor shall provide written notice of ordering discrepancies to the COR within 5 days of receipt of order. For example, if a quantity of configuration kit 1 VHF system is ordered, however, a replacement of the exciter module is requested that is UHF, the Contractor shall notify the COR in writing within 5 days that the order may be incorrect since the repeater will not work with the UHF exciter module. The COR can then take action to modify the order with the correct component listed.

The Contractor shall provide detailed procedures for how to initiate Engineering support requests.

SHIPPING

The Contractor shall deliver or ship materials to the government facility at:

U.S. Department of State Radio Programs Branch 7955 Angus Court Springfield, VA 22153

All freight charges for shipment of purchased equipment from the Contractor’s facility to the above DOS location shall be at no cost to the government.

Equipment shall be packed separately an in a manner that will withstand the normal rigors of airline and trucking transportation methods. DOS may ship these items as separate components to overseas locations using international flights; therefore, the proper packing must be used to support international shipping.

In the event DOS receives more than two damaged device in a single year the Contractor may be required to re-evaluate the shipping company, packing materials and/or packing processes at the Contractor’s facility and affect appropriate changes. After receipt of four shipments of damaged equipment per year, DOS may ask the Contractor to conduct testing of the transport packing designs and materials and make the changes that would pass the tests performed by the International Safe Transit Association (ISTA) testing protocols.

ACCEPTANCE CRITERIA AND RESOLUTION

A physical inspection of the shipment will be performed to ensure there was no external damage caused to the shipment prior to or after shipment from the Contractor facility.

As time permits, the government may perform operational tests of a percentage of the received equipment to confirm the equipment meets the required specifications. If the equipment does not meet the specifications provided by DOS, the entire shipment will be rejected and the Contractor will be notified of the deficiencies.

At the discretion of DOS, the Contractor may be afforded the opportunity to correct the deficiencies within the government facility or may be required to resolve the problem/issue at the Contractor’s facility. The Contractor shall bear all costs to include travel and/or shipping to return the equipment back to the Contractor’s designated facility and to return the equipment back to the DOS facility after the deficiencies or repairs have been completed.

List of Acronyms