Attachment A- 70CDCR25Q00000018.pdf

RFQ: 70CDCR25Q00000018 PHO Camera Upgrade

U.S. Department of Homeland Security Washington, DC 20528

Department of Homeland Security (DHS)

United States Immigration and Customs Enforcement (ICE)

Phoenix (PHO) Camera Upgrade Request for Quote (RFQ) 70CDCR25Q00000018

INSTRUCTIONS TO QUOTERS AND EVALUATION CRITERIA

1. Procurement Approach This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) 12.6- Streamlined procedures for Evaluation and Solicitation for Commercial Items, in conjunction with FAR Part 13, as supplemented with additional information included within this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This solicitation is issued as a Request for Quotation (RFQ) under 70CDCR25Q00000018. This notice incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2025-06 effective 08/27/2025, and Homeland Security Acquisition Regulations effective 12/12/2024. All responsible small business sources may submit a quote as this RFQ is 100% set aside for small business. The associated North American Industrial Classification System (NAICS) code is 56162- Security Systems Services. The Product Service Code (PSC) is N063: Installation of Equipment-Alarm, Signal, and Security Detection Systems. The applicable small business size standard is, $30M. The Government anticipates a Firm-Fixed-Price (FFP) purchase order with a Period of Performance (PoP) of 30 days after award.

Questions: Questions concerning the RFQ shall be submitted via e- mail utilizing Attachment F- Question and Answer Template, no later than Friday, September 12, 2025 at 10:00 a.m.

Eastern Time (ET) to Shane.Crowl@ice.dhs.gov. Quoters shall cite the attachment number, section, paragraph, and page number of the document that their question pertains to. Responses will be compiled and provided to all prospective offerors, giving regard to the proper protection of proprietary information. ICE recommends that quoters ensure questions are written to enable a clear understanding as to the quoter’s issues or concerns. Statements expressing opinions, sentiments or conjectures are not considered valid inquiries or comments for this purpose and will not receive a response from ICE.

mailto:Shane.Crowl@ice.dhs.gov

RFQ Submissions Due date. Unless otherwise indicated in this RFQ, all submissions shall be provided via e-mail. Quotes are due no later than Thursday, September 18, 2025 at 10:00 a.m.

ET. Late quotes will not be accepted or considered.

2. Background and Objective The United States Department of Homeland Security (DHS), U.S. Immigration & Customs Enforcement (ICE) is responsible for the detention, health, welfare, transportation, and deportation of illegal aliens in removal proceedings and aliens subject to final order of removal from the United States. ICE houses detainees in Contract Detention Facilities (CDF), Service Processing Centers (SPC), and other federal, state, local and private facilities.

The mission of the ICE Enforcement and Removal Operations Program (ERO) is the planning, management, and direction of broad programs relating to the supervision, detention, removal, and transport of detainees who are in the United States illegally. These activities are chiefly concerned with the processing and enforcement of the administrative immigration process of detainees who have entered illegally or have become removable after admission.

ICE requires the Contractor/vendor to install and upgrade an existing Electronic Security System (ESS) at Phoenix, AZ 85004. The Contractor proposed ESS solution must reflect consideration for the sensitivity of the ICE mission, the safety and security of all personnel, information, facilities and the requirements set forth in the Statement of Work (SOW).

RFQ Attachments:

Attachments Attachment A Instructions to Quoters and Evaluation Criteria Attachment B Statement of Work (SOW) Attachment C Terms and Conditions Attachment D Pricing Worksheet Attachment E Prior Experience Template Attachment F Question and Answer Template Attachment G Department of Labor (DoL) Wage Determination 2015-5469, Rev 28

3. Instructions for Quote Preparation The following instructions are for the preparation and submission of quotes. The purpose of this section is to establish requirements for the format and content of quotes so that quotes contain all essential information and can be evaluated equitably. Quoters are instructed to read the entire RFQ, including all attachments. Omission of any information from the quote as required by the RFQ may result in rejection of the quote.

(1) Quoters are expected to follow the detailed quote preparation instructions fully and carefully. The Government will rely only on the information provided by the Quoter contained in the submitted quote to evaluate the quote. It is therefore imperative that Quoters carefully follow the instructions set forth below and submit their quote in the format and with the content specified below, providing all requested information.

(2) The quoters are responsible for the accuracy and completeness of their quote.

The Government is not liable for any expenses incurred by the quoters in developing and submitting quotes.

4. Submission Instructions

The quote contents are to be separated and submitted as standalone documents, labeled with the quoter’s name, 70CDCR25Q00000018 and a brief description. Ex. “Company A: Prior Experience”; “Company: Price” etc.

The table below outlines the content of each area comprising a quoter's complete quote.

Proposal Section Page Limit Volume I, II and III Submissions Volume I - Cover Letter 1 Page Volume I - Factor 1: Prior Experience 6 Pages Volume II - Factor 2: Technical Approach 5 Pages Volume III - Factor 3: Price 3 Pages

5. Page Size and Font Page size shall be 8 1/2 by 11-inch, using 12-point font. No reduction is permitted except for organization charts or other graphic illustrations, or in headers/footers. In those instances where reduction is allowable, offerors shall ensure that the print is easily readable; no less than 8-point font on graphs and 10-point font on tables. Each page shall have adequate margins on each side (at least one (1) inch) of the page. Header/footer information (which does not include any information to be evaluated) may be included in the 1" margin space. Pages that exceed the maximum page limitation will not be evaluated.

6. Volume I, II, and III- Evaluation Factors and Instructions

6.1 Volume I-Cover Letter (1 page)

1. Quoter’s Complete Business Name

2. Quoter’s Complete business mailing address

3. Solicitation number 70CDCR25Q00000018

4. Offeror’s SAM Registered Unique Entity Identification (UEI) Number

5. Applicable North American Industrial Classification System (NAICS) Code

6. Quoter’s Authorized Point of Contact (POC) name, email address and telephone number.

7. An affirmative and unambiguous statement specifying the quoter’s agreement with all terms, conditions, and provisions included in the solicitation without exceptions or assumptions.

8. A statement stating that the quote is valid for a period 90 days from the date of submission.

6.2 Volume I- Factor 1: Prior Experience (3 pages)

The Quoter’s Prior Experience submission shall specifically address and include all the following:

The quoter should provide up to two (2) recent and relevant prior experience contract references example similar to the PHO Camera Upgrade contract. Recent is defined as work performed within the last five years from the date of issuance of this RFQ. Relevant is defined as similar in scope, magnitude, and complexity to the SOW requirements.

• Scope is defined as same or similar to the tasks/subtasks described in SOW. In order for the contract reference submission to be considered similar in scope, it must demonstrate same or similar work as to the SOW requirements.

• Size is defined as same or similar to the expected value for this contract. In order for the contract reference submission to be considered similar in size, the contract reference submission must be at least for a contract value of $50,000.00.

• Magnitude is defined as same or similar to the total number of camera’s installed required for this contract. In order for a contract reference submission to be considered similar in magnitude, the contract reference must demonstrate that at least 10 cameras were installed on the contract.

Only recent and relevant efforts will be considered in assessing the overall prior experience confidence assessment. The Government will not assess separate quality ratings for each effort or an overall quality rating but will consider the inputs received from customers on quality for all recent and relevant contracts in determining an overall confidence assessment.

Current contracts shall have at least six months of completed performance from issuance of this RFQ. The Government will consider prime contracts, task/delivery orders, and/or major subcontracts currently under performance or completed within the past five three years. Each of the two (2) submitted efforts must have been performed by the prime quoter.

Failure to provide evidence that the prime quoter has relevant experience will likely result in a rating of Low Confidence.

Quoter’s are required to provide a short narrative describing how the prior experience example is similar to this RFQ’s work. Additionally, the Quoter is required to provide lessons learned from the prior experience examples and the value to the Government that comes with the quoter's prior experience.

Quoter’s must utilize the template provided in Attachment E- Prior Experience Template when submitting their examples.

6.3 Volume II (Factor 2): Technical Approach (5 pages)

Quoters shall provide a detailed and comprehensive technical approach that demonstrates their ability to meet the requirements outlined in the solicitation. The technical approach must clearly describe the proposed solution, methodologies, and processes for the design, installation, and implementation of the security camera system. The submission shall include, but is not limited to, the following:

A. System Design and Configuration: Provide a detailed description of the proposed security camera system, including the types of cameras, resolution, field of view, low-light capabilities, and environmental durability. Explain how the system will meet the operational requirements specified in the solicitation, including scalability, integration with existing systems, and interoperability with other security components.

B. System Functionality and Usability: Explain how the system will be configured to ensure ease of use for operators and administrators. Detail any training that will be provided to end-users and system administrators.

C. Installation Plan: Provide a detailed installation schedule, including milestones and key deliverables, that demonstrates the ability to meet the required timeline. Describe measures to minimize disruption to ongoing operations during the installation process.

D. Maintenance and Support: Provide details on the warranty, maintenance, and support services included with the system. Describe the process for troubleshooting and repairing system issues, including response times and escalation procedures. Explain how ongoing maintenance will be conducted to ensure system reliability and performance.

6.4 Volume III (Factor 3): Price (3 pages)

Quoter’s shall submit sufficient information to support the evaluation of the price factor as follows:

Quoter’s shall submit prices for all CLINs on Attachment D: Quoter Pricing Spreadsheet.

Quoter’s shall also provide a pricing narrative as part of its pricing quote that includes the basis of quoted pricing and other relevant information e.g., any proposed discounts.

Attachment D shall be submitted in Excel, rounding price to two decimal places.

The quoter’s pricing narrative shall provide a comprehensive explanation of all assumptions and constraints, if any, used in developing the price.

If price assumptions are not noted in the price quote, it will be assumed that the quote reflects no price assumptions for award and agrees to comply with all the terms and conditions set forth herein. It is not the responsibility of the Government to seek out and identify assumptions, conditions, or exceptions buried within the quote.

Quoter’s shall not include contingency allowances to cover increased costs for which adjustments are provided under FAR Clause 52.222-41- Fair labor Standard Act and Service Contract Labor Standards- Price Adjustment (May 2014). Quoters submitting quotes with contingency pricing may be grounds for removal from competition.

Provision and Clause Fill-in:

Quoter’s must complete any provision and/or clause requiring fill-in included in Attachment C.

7. Evaluation and Award Selection Criteria

The Government will evaluate quotes, against specific evaluation criteria and award to the Quoter whose quote represents the best value (as defined in FAR 2.101) using a trade-off process. The evaluation criteria consist of the following evaluation factors: (1) Prior Experience, (2) Technical Approach, and (3) Price. Factors 1 and 2 are of equal importance, but when combined are more important than price.

In the event that two or more quotes are determined not to have any substantial technical differences (i.e., are technically equivalent), price becomes the determining factor and award may be made to the lower priced quote. In the event that quotes are not technically equal, award may be made to other than the quoter with the lowest priced quote, if the Government determines that a price premium is warranted due to a superior solution/approach, as determined by the Government. The Government may also award to other than the highest rated quoter, if the Government determines that a price premium is not warranted.

The Government does not anticipate conducting discussions; therefore, an award may be made based on initial quotes without discussions. Quoters are therefore cautioned that each initial quote should contain the Quoters’s most competitive terms. The right to conduct discussions, if deemed necessary by the Government, is reserved. No alternate quotes will be accepted.

The Government may seek price discounts after award during contract performance. The intent is to ask vendors to determine if potential price reductions and/or operational efficiencies can be achieved considering market conditions of the time. Any changes to the contract would be through mutual agreement.

8. Evaluation Factors

8.1 Evaluation Factor 1- Prior Experience

Based on the Quoter’s submission in response to Section 6.2, the Government will evaluate:

The Quoter’s written submission in Attachment E: Prior Experience Template, by comparing the quoter’s prior experience samples to the size, scope and complexity against the requirements listed in the SOW. If a quoter has no record of recent and relevant prior experience, the quoter will receive a low confidence rating. The Government will determine its level of confidence by assigning a confidence rating as defined below:

High Confidence

Based on the quoter’s prior experience, the government has high confidence that the offeror will be successful in performing the contract requirements with little to no government intervention.

Some Confidence government has some confidence that the offeror will be successful in performing the contract requirements with some government intervention.

Low Confidence government has low confidence that the offeror will be successful in performing the contract requirements even with government intervention.

8.2 Evaluation Factor 2- Technical Approach

Based on the Quoter’ submission in response to Section 6.3, the Government will evaluate based on the following criteria to determine the quoter’s ability to successfully meet the requirements of the solicitation. The evaluation will focus on the quoter’s technical approach as outlined below.

A. System Design and Configuration: The Government will evaluate the proposed system design to determine the extent to which it meets the technical and operational requirements outlined in the solicitation. This includes an assessment of: The suitability of the proposed cameras (e.g., resolution, field of view, low-light performance, and environmental durability). The scalability and flexibility of the system to accommodate future expansion or upgrades. The ability of the system to integrate with existing infrastructure and other security components.

B. System Functionality and Usability: The Government will evaluate the proposed system’s functionality and usability to ensure it meets operational needs. This includes: The effectiveness and user-friendliness of the monitoring and control interfaces. The inclusion and utility of automated alerts, notifications, and other advanced features. The adequacy of training provided to end-users and system administrators to ensure proper operation and maintenance of the system.

C. Installation Plan: The Government will evaluate the feasibility and thoroughness of the proposed installation plan, including: The adequacy and realism of the proposed installation schedule, including milestones and key deliverables. Measures proposed to minimize disruption to ongoing operations during installation. The offeror’s ability to meet the required timeline while ensuring quality and compliance with requirements.

D. Maintenance and Support: The Government will evaluate the offeror’s proposed maintenance and support plan to ensure the system’s long-term reliability and performance. This includes: The comprehensiveness of the warranty and maintenance services offered. The responsiveness and effectiveness of troubleshooting and repair procedures, including escalation processes and response times. The adequacy of the proposed ongoing maintenance plan to sustain system functionality and performance over time.

Following the evaluation of Factor 2 the Government will assign a confidence rating as defined in the table below.

Confidence Level Rating Definition

High Confidence The Government has High Confidence that the Quoter understands the requirement, proposes a sound approach, and will be successful in performing the contract with little or no Government intervention.

Some Confidence The Government has some confidence that the Quoter understands the requirement, proposes a sound approach, and will be successful in performing the contract with some Government intervention.

Low Confidence The Government has low confidence that the Quoter understands the requirement, proposes a sound approach, or will be successful in performing the contract even with Government intervention.

8.3 Evaluation Factor 3- Price

Based on the Quoters’ submission in response to Section 6.4:

The Government will evaluate price for reasonableness in accordance with one or more price analysis techniques identified in FAR Part 15.4. Prices will be evaluated to ensure that they are fair and reasonable for performance of the requirements established in the solicitation and as quoted in the technical submission.

The Government will evaluate the additional items provided with the price quote including the pricing narrative and provision and clause fill-ins. Failure to submit these items may make the quoter ineligible for award.