Attachment A.pdf

Satellite Emergency Notification Device (SEND) and Supporting Data Plans United States

Department of Agriculture, Forest Service Office of the Chief Information Officer (CIO)

ATTACHMENT A

November 18, 2020 and Supporting Data Plans

4 Scope

In support of the USDA Safety Programs, the Contractor shall be capable of providing replacement, current, and future equipment and commercially available SEND services; providing reliable emergency notification communication for USDA personnel. Agencies’ field units and regions will have direct procurement access through a decentralized IDIQ Contract and accounts; using unit funding.

Except as specified in Government Furnished Property (GFP) section of this PWS, the Contractor must provide all personnel, equipment, materials, facilities, supervision, management, and transportation necessary to fulfill the requirements of this PWS in accordance with the regulatory, references and information resources provided within this PWS and any subsequent regulatory or policy changes. To meet the scope of work the Contractor shall perform the following essential tasks:

REQUIRED Task 4.1: Project Management Outcome: Expert project management ensures an effective and efficient effort.

The Contractor must:

4.1.1 Provide project management for, but not limited to:

4.1.1.1 Meeting performance standards and deadlines.

4.1.1.2 Managing personnel.

4.1.1.3 Ensuring all personnel have appropriate training and resources to provide the required support.

4.1.2 Participate in a kickoff meeting between the Contractor and the Forest Service. The meeting can be in person, telephonic or video by mutual agreement. The meeting must occur within five business days of award. The Contractor must provide a draft agenda for the meeting to the Contracting Officer’s Representative (COR)/designee no later than two business days before the scheduled meeting. The agenda must provide for discussions of:

4.1.2.1 Project needs.

4.1.2.2 Draft project work plan.

4.1.2.3 Draft Bill of Materials

4.1.2.4 Draft quality control (QC) plan.

4.1.2.5 Draft Quality Assurance Surveillance Plan (QASP)

4.1.2.6 Project risks.

4.1.2.7 Award management, communications, and invoicing.

4.1.3 Submit a final project work plan no later than five business days after the kickoff meeting.

4.1.4 Submit a final Bill of Materials (BOM).

4.1.5 Submit a final QC plan no later than 30 calendar days after the kickoff meeting.

4.1.6 Submit a final QASP no later than 30 calendar days after the kickoff meeting.

4.1.7 Update the workplan as needed throughout the project.

4.1.8 Update the BOM as needed throughout the project.

4.1.9 Update the QC plan as needed throughout the project.

4.1.10 Update the QASP as needed throughout the project.

4.1.11 Ensure that all deliverables for all tasks under this award instrument are complete, accurate, delivered according to established schedules to the Government for review, comment, and acceptance, and comply with all applicable federal regulations (i.e., Privacy Act, 508,etc.).

4.1.12 Maintain a day-to-day collaborative working relationship with the COR/designee.

4.1.13 Provide a Monthly Project Status Report (MPSR)for the first progress report due each month. The MSR must include as applicable, the following data for the Previous Month and Contract to-date (Government may request additional data points be added to enable successfully contract monitoring):

4.1.13.1 Key accomplishments and problems encountered

4.1.13.2 Acceptable Quality Level Attainment

4.1.13.3 Key Issues Requiring FS Management Attention

4.1.13.4 Productivity Recommendations

4.1.13.5 Deviations from planned vs actual shall be accompanied with an explanation and a re-baseline of the planned resources/activities.

4.1.14 Provide meeting minutes from the meetings for any meeting for which notes would be helpful to the team. Meeting minutes must include the date, names of parties present, and key discussion points and decisions.

4.1.15 Submit an invoice for SEND device and/or service purchases meeting the requirements of PWS paragraph 20.

4.1.16 Provide SEND Reports:

4.1.16.1 Contractor will provide a Monthly SEND Services Details (MSSD) Report detailing number of messages sent (SOS, Check-In, Status Updates, Help, and Custom Messages) per ESN upon request. Vendor shall provide proposal on method and type of reporting. Report shall provide at a minimum an aggregated analysis and raw data indicating how and where the devices are being used.

4.1.16.2 Contractor will provide USDA Inventory and Costs Report(s) (ICR); to include:

4.1.16.2.1 Monthly SENDs hardware purchase reports detailing models, quantities purchased, total purchase costs by accounts, sorted by the procuring USDA office or agency.

4.1.16.2.2 Accounts monthly subscription services report detailing subscription types, and costs sorted by USDA office or agency.

4.1.16.2.3 Monthly IDIQ utilization report detailing the total government appropriated dollars spent on SENDs hardware and subscription services to date; and the remaining dollar value against the ceiling dollar amount of the IDIQ contract. Total costs breakdown details shall also be available; sorted by USDA office or agency.

4.1.16.3 Reports shall comply with applicable 508 and ICT requirements.

REQUIRED Task 4.2: SEND Hardware/Software: Technical Specifications/Capabilities Outcome: Ensure SEND Devices Meet Customer’s Performance Requirements.

As a minimum the SEND device solution shall provide and meet the following Technical Specifications/Capabilities:

4.2.1 SEND Hardware and Software Specifications.

4.2.1.1 Device shall have an IP Rating of at least IPX7 when not being externally powered.

4.2.1.2 Device shall be no greater than 7 inches in height, 3 inches in width, 1.0 inches thick, and weight 8.0 ounces

4.2.1.3 Minimum Water and Dust Resistance IP67 (submersible up to 1m for 30 minutes).

4.2.1.4 Minimum operating and storage temperature range shall be - 4° F and 130° F.

4.2.1.5 Impact Resistance MIL-STD-810G for shock.

4.2.1.6 Operating Altitude -328 feet to 21,320 feet (-100 m to 6,500 m).

4.2.1.7 Bluetooth Range up to 30 feet.

4.2.1.8 S.O.S. distress button shall be protected to prevent inadvertent pressing.

4.2.1.9 Buttons shall have the ability to be initiated with one gloved hand.

4.2.1.10 Device shall contain visible indicators for power, message sending, GPS acquired, and tracking initiated

4.2.1.11 Hardware must be able to be cased or holstered/hands free in order to transmit data while device carriers are moving. A case holster will be provided by the Contractor for each unit procured.

4.2.1.12 All devices shall include a data/power cable, micro USB cable (if required), strap and carabiner, S.O.S. mirrored sticker, quick start card, warranty card, GEOS reference card, and kickstand.

4.2.1.13 Software upgrades shall be provided by the Contractor.

4.2.1.14 Device shall comply with applicable 508 and ICT requirements.

4.2.2 Power Specifications.

4.2.2.1 All devices shall contain a field replaceable lithium battery, consumer battery type (eg. AA, AAA, etc.).

4.2.2.2 Battery system shall contain sufficient battery life to operate SEND for a minimum 48 hours using tracking at 10 minute intervals.

4.2.3 SEND Transmission Requirements for New Hardware.

4.2.3.1 All message transmissions including text messages shall include GPS coordinates of device location. S.O.S Messages shall include GPS coordinates of device locations when GPS is available.

4.2.3.2 Service shall be capable of sending messages via email to user provided profile address(s) with GPS coordinate and link to map.

4.2.3.3 Service shall be capable of sending messages (including GPS coordinates) via SMS (Short Message Service) text to user provided cellular phone number(s).

4.2.3.4 Device shall connect to smartphones via Bluetooth wireless technology using a manufacturer provided app to access contacts and send 2-way text messages.

4.2.3.5 Device shall provide direct communication with emergency services and provide details about the emergency, transmit GPS coordinates, and receive confirmation assistance will be provided.

4.2.3.6 Device shall be assigned a unique U.S. mobile phone number so units can be reached via cell text messages, email, or other SMS devices.

4.2.3.7 Service shall provide operational coverage for all of the continental United States, Alaska, Hawaii, and Puerto Rico.

4.2.4 SEND Transmission/Message Types Requirements.

4.2.4.1 S.O.S. Distress Signal/Notification.

4.2.4.2 S.O.S. Transmissions shall be routed 24/7/365 days to the GEOS International

Emergency Response Coordination Center monitoring service and other emergency services selected by the user.

4.2.4.3 When S.O.S.is activated, the device shall transmit message continuously until the message is canceled, the device is turned off, or the batteries die.

4.2.4.4 S.O.S. message transmitted shall contain GPS location when available.

4.2.4.5 Disabled Vehicle Notification.

4.2.4.6 Device shall send a disabled vehicle alter to preprogrammed contacts and send a request roadside assistance containing GPS location.

4.2.4.7 All Other Messages.

4.2.4.8 Device shall send Check-In, Status Updates, Help, and Custom Messages containing GPS location.

4.2.4.9 General Requirements.

4.2.4.10 Device shall send and receive 2-way Satellite Text Messages to other SMS

(Short Message Service) devices.

4.2.5 SEND Tracking Requirements.

4.2.5.1 Device shall allow user initiated tracking.

4.2.5.2 The device shall provide 2 ½, 5, 10, 30 or 60 minute tracking intervals.

4.2.5.3 A mapping interface shall be provided.

4.2.5.4 Device shall have a built-in compass and provide navigational assistance using programmable waypoints.

4.2.6 SEND Options at Time of Release.

4.2.6.1 Device shall contain all available transmission/message options at time of release.

REQUIRED Task 4.3: SEND Subscription Services Outcome: Ensure a variety of service options are available to select from.

As a minimum, SEND subscription services shall include the following:

4.3.1 SEND Subscription Services.

4.3.1.1 Contractor shall provide monthly, six month, and annual subscription plans.

Data subscription plan shall include unlimited SOS messages.

4.3.1.2 Data subscription plan shall include unlimited Help messages.

4.3.1.3 Data subscription plan includes unlimited check-in and predefined messages.

4.3.1.4 Data subscription plan shall include unlimited tracking messages to user at defined intervals.

4.3.1.5 Data subscription plan options should include varied number of custom messages and tracking intervals.

4.3.1.6 Activation fee shall be at no cost.

REQUIRED Task 4.4: SEND Technical and Training Support Services Outcome: Ensure knowledge and technical support are available to customers of SEND products throughout USDA’s lifecycle management.

As a minimum, the Contractor’s SEND Technical and Training Support Services shall:

4.4.1 Provide professional technical support and virtual training to include product and video guides containing: quick start, user operation, firmware updates, syncing procedures, establishing user contacts, messaging (check-in, custom, preformatted, emergency, retrieval, 2-way), mapping solutions, tracking, geo-fencing, activation, billing, subscription plans, and vendor contacts.

4.4.2 Technical and training services shall comply with applicable 508 and ICT requirements.

REQUIRED Task 4.5: SEND Order Fulfillment Services Outcome: A USDA Customer entry point where SEND products and services can be placed

As a minimum, SEND Order Fulfillment services shall include the following capabilities:

4.5.1 SEND Order Fulfillment.

4.5.1.1 Contractor shall provide a method to pay for devices and services which do not exceed micro purchase limits (currently $2,500) with a Federal Government credit card through an automated website and an alternative ordering method with instructions provided. The Contractor shall also provide a method to pay for larger amount of devices and services that exceed micro purchase limits via individual Purchase Orders.

4.5.2 USDA USFS Web Portal.

4.5.2.1 The Contractor is responsible for providing web portal services 7/24/365 days a year.

4.5.2.2 Order fulfillment of new and replacement SENDs shall be performed by authorized government personnel through the use of a Contractor provided dedicated on-line USDA USFS Web Portal. As a minimum the portal:

4.5.2.2.1 Shall contain a program overview with details on each product, FS pricing, account and user profiles and setup, quote instructions, ordering and billing instructions, ordering history, activation instructions, data plans, Bluetooth operation, software upgrades, hardware operation, mapping solution, establishing contacts, training, account, and technical support contacts.

4.5.2.2.2 Shall contain automated quote, ordering, device and account activation and billing capability.

4.5.2.2.3 Shall be a secure site with account credentials required for access.

4.5.2.2.4 Shall have the ability to have multiple devices on single account.

4.5.2.2.5 All message locations shall be displayed on a mapping service (e.g. Google

Maps).

4.5.2.2.6 Shall have the instructions and capability to establish geo-fencing, a virtual geographic boundary, enabling software to trigger a response when a SEND device enters or leaves a particular area.

4.5.2.2.7 All message map points shall include, at a minimum, device designation, GPS location, and message.

4.5.2.2.8 Shall contain a custom date range (filterable) message display on map.

4.5.2.2.9 Vendor shall provide a message archival plan. Plan shall include information on the length of archive, types of information, methods of retrieval, etc.

Minimum Requirements for Archival Plan shall include 6 months of archived data retrievable through web portal.

4.5.2.2.10 Shall contain the ability to export all message data into a .csv, .docx., gpx, kml, or .kmz, .txt, .xlsx data files.

4.5.2.2.11 The ability to configure message content and contact information (phone, email, SMS) for SOS, Check-In, Status Updates, Help, and Custom Messages.

4.5.2.2.12 Configurable to allow multiple contacts for each message type.

4.5.2.2.13 Shall comply with applicable 508 and ICT requirements.

OPTIONAL Task 4.6: Transition Out Services Outcome: Seamless transition of services at the end of the award without any negative impact to the program or service degradation.

Upon exercise of task, The Contractor shall provide the following Transition Out services:

4.6.1 Prepare a plan that details how it will prepare for and transition out services when the contract ends. The COR will provide information on whether services will transition to the Government or a new award to ensure that the Contractor plans appropriately. The plan must include:

4.6.1.1 Identification of all services to be transferred and actions that will be taken to make that transfer

4.6.1.2 Knowledge transfer to new personnel, including identification of where knowledge resides.

4.6.1.3 Repository of all report, standard operation procedures, testing results, technical and business requirement documentation, etc.

4.6.1.4 Training to be provided to the new personnel.

4.6.1.5 Transfer/Return of Government Furnished Equipment.

4.6.1.6 Identification of status of ongoing efforts.

4.6.1.7 Coordination and communication efforts to ensure an effective transition

4.6.1.8 Schedule and milestones of transition activities identified.

4.6.2 Execute the plan during the transition period, which will be 30 days in duration.

4.6.3 Demonstrate collaboration, cooperation, and communication throughout the transition process, prioritizing the stability, functioning, and success of the Government.