D1. RFID Description.pdf

Standalone RFID Firearm Accountability System, Brand-Name-or-Equal National Museum of the Marine Corps (NMMC), Salient Characteristics

Delivery/Installation Sites:

(1) Bldg 2121 Rowell Road, MCB Quantico, VA 22134 (Weapons Storage Vault);

(2) NMMC, 1775 Semper Fidelis Way, Triangle, VA 22172 (Museum)

1.0 General

The Government requires a complete, standalone (air-gapped), self-contained passive UHF RFID tagging, reading, and inventory-accountability system to maintain real-time accountability of the more than 3,500 firearms in the NMMC Small Arms/Light Weapons collection. The system shall be furnished, installed, tested, data-loaded, and accepted on a Firm-Fixed-Price, FOB- Destination basis across the two sites identified above.

Products identified by brand name herein are cited as the standard of quality and feature set only. An offeror may propose an "or equal" product, provided it meets or exceeds every salient characteristic below. Offerors proposing an "or equal" item shall submit the completed Compliance Matrix (Deliverable 2 / Attachment) with supporting technical data (cut sheets, spec sheets) clearly identifying make and model for each component.

2.0 System Architecture & Cybersecurity

• 2.1 Standalone and self-contained. No internet connectivity, cloud hosting, external/remote servers, or remote-access capability shall be required or permitted. The system shall be fully air-gapped.

• 2.2 No recurring costs. No recurring subscriptions, licensing fees, third-party data storage, or per-user fees. Software delivered under a perpetual, unlimited-use license with no vendor lock-in.

• 2.3 Local data ownership. All inventory data, configurations, and logs shall be stored locally on site, encrypted at rest, and fully owned and controlled by the U.S.

Government, with no dependency on the Contractor post-deployment.

• 2.4 Architecture shall support Risk Management Framework (RMF) / Authority to Operate (ATO) expectations without introducing external connectivity.

• 2.5 NMMC will provide Wi-Fi at each site; the system shall operate over Government-provided local Wi-Fi only (one network per site; no internet access required).

3.0 Computing Device(s) / Local Server(s)

Standard of quality: ruggedized Windows 11 laptop configured as local RFID controller/data repository.

• 3.1 Quantity: minimum two (2) — one dedicated to each site (Vault and Museum), each operating independently and syncing over local Wi-Fi.

• 3.2 Operating system: Windows 11 Professional (or equal current Windows OS).

• 3.3 Processor: 2.5–4.0 GHz (e.g., Intel Core i7 class or equal).

• 3.4 Memory: 16 GB RAM minimum.

• 3.5 Storage: 1 TB SSD minimum.

• 3.6 CAC reader (integrated or USB) for device access.

• 3.7 Required for data entry, reporting, and database management.

4.0 RFID Tags

Standard of quality: Beontag Steelwave Micro II RFID Tag | M780 or equivalent product with cable attachment

• 4.1 Quantity: minimum 4,000 passive UHF RFID tags.

• 4.2 Technology: EPC Class 1 Gen 2 / ISO 18000-6C compliant.

• 4.3 Frequency range: 902–928 MHz (U.S. UHF band).

• 4.4 Maximum footprint: 2.5 inches (largest single dimension); rectangular form factor preferred.

• 4.5 Color: Black or grey

• 4.6 Small and inconspicuous so as not to detract from the artifact on exhibit.

• 4.7 Tamper-resistant, semi-permanently affixed via rubber- or plastic-coated steel cable routed through trigger guards, sling swivels, or similar openings; affixation shall prevent abrasion to weapon attachment points.

• 4.8 Contractor shall pre-encode each tag using NMMC-furnished data (serial number, accession number, NSN, location code) from the Government-provided Excel inventory;

tags delivered grouped/labeled by serial number. NMMC staff will physically affix tags using Contractor-provided instructions.

• 4.9 Cable-securing affixation hardware shall be included and must be tamper proof.

5.0 Handheld RFID Reader(s)

Standard of quality: Zebra RFD9090 UHF Long-Range Sled.

• 5.1 Quantity: minimum two (2) — one assigned per site to avoid inter-site transfer.

• 5.2 Read range: minimum 8 feet.

• 5.3 Wireless data sync to the local host device; Windows-compatible (e.g., Bluetooth).

• 5.4 Hot-swappable battery; ergonomic grip preferred.

6.0 Fixed RFID Sensors / Portals

Standard of quality: Impinj R700 RAIN RFID reader with Times-7 A8065 SlimLine doorway panel antennas.

• 6.1 Coverage required for three (3) door openings: the two (2) Vault entry/exit doors (USG Level 5 vault doors, Bldg 2121) and the one (1) Museum loading-dock door (Triangle).

• 6.2 Quantity: The system shall provide reliable, full read-zone coverage of all three openings above. Two doors in the vault should be covered by the same system with two sensor sets, the third door is at the museum and requires a separate system and single sensor set.

• 6.3 Directional detection that distinguishes authorized vs. unauthorized movement and triggers real-time alerts upon unauthorized removal.

• 6.4 Contractor shall install, mount (non-intrusive), range-test, and tune each portal on site based on door geometry and ambient RF conditions.

• 6.5 Power: 120V AC acceptable; PoE not required.

• 6.6 See Attachment 1 for photos of mounting locations.

7.0 Software Functionality

Standard of quality: SmarTrak Digital Asset Tracking Software with RFID capabilities.

• 7.1 Local Windows desktop application with embedded local database (e.g., SQL); no cloud/third-party sync.

• 7.2 Inventory management: real-time tracking; add/edit/delete assets; association of each tag with serial number, accession number, NSN, and location; views by location, movement history, and exhibit status.

• 7.3 Movement scheduling: users may schedule planned movements; system distinguishes expected vs. unexpected movement through fixed readers.

• 7.4 Alerting: automatic email and/or SMS alerts to designated NMMC staff (and authorities) upon unauthorized movement through a monitored portal; alerts configurable by time, user, or weapon status.

• 7.5 Audit trail: every scan, user action, and system event logged with timestamp and location; searchable and exportable.

• 7.6 Reporting: serialized inventory and count reports; export to PDF, CSV, and Excel.

• 7.7 User management: support for up to ten (10) user accounts with role-based access (e.g., Administrator, Data Entry, Read-only); username/password authentication with optional CAC login.

• 7.8 Real-time updates: all handheld and fixed-reader scans update the inventory software in real time.

8.0 Installation, Data Initialization, Training & Delivery

• 8.1 Contractor shall install and test the complete system at both sites and enter all initial data from the NMMC-furnished Excel inventory, validating completeness/accuracy with NMMC before acceptance.

• 8.2 Contractor shall perform a full end-to-end functional test (tag read verification, unauthorized-movement alert generation, report export/lookup, user login) and obtain written Government acceptance.

• 8.3 Contractor shall provide on-site user and administrator training at both sites, plus printed and digital documentation (user manual, quick-start guide, System Administrator Guide, maintenance/support manual, tutorials), all government-owned with unlimited reproduction rights. One-time purchase; no recurring training charges.

• 8.4 Delivery terms: FOB Destination. Delivery and installation at both sites included in the Firm-Fixed Price.

• 8.5 Delivery, installation, test, and operational acceptance: NLT 60 days ADC.

9.0 Warranty & Technical Support

• 9.1 Minimum 12-month comprehensive hardware and software warranty from date of Government acceptance, covering defects in materials, workmanship, and performance, and repair/replacement of failed components, at no cost during the warranty period.

• 9.2 Software patches/updates during the warranty period provided at no additional cost.

• 9.3 Technical support via phone, email, and/or help desk, with response within 24 hours.

10.0 Attachments

• 10.1 Attachment 1 – Brand-Name (or Equal) Component References

• 10.2 Attachment 2 – Photos of Fixed RFID Sensor/Portal Locations

(End Salient Characteristics)

Brand Name-Name (or Equal) Component Reference (Attachment 1)

Line Component Brand-Name (or Equal) Reference

Mfr Part No. (verify) Qty UOM

1 Fixed RFID Reader (portal controller) Impinj R700 RAIN RFID Reader

IPJ-R700-141 (4-port, region-specific) 3 EA

2 Doorway Panel Antenna (for fixed portals) Times-7 A8065 SlimLine UHF A8065 (FCC/circular polarized) 6 EA

3 Antenna Cable + Mounting Kit (per portal) Coax cable + bracket kit As required to install. 3 KIT

4 Handheld UHF RFID Reader/Sled Zebra RFD9090 UHF Long- Range Sled

RFD90-G20070US-110 (sled, US/8 ft class) 2 EA

5 Computing Device / Local Server Ruggedized Win 11 Pro laptop, i7, 16GB, 1TB SSD, CAC

Dell Pro Max 16 Laptop, Model# MC16250

2 EA

6 Passive UHF RFID Tags Beontag Steelwave Micro II RFID Tag M780 p/n 3004227 4,000 EA

7 Tag Affixation Hardware Coated steel cable / security loop kit

Contractor’s discretion, but must be tamper proof and fit the tag.

1 LOT

8 Inventory/Accountability Software License SmarTrak SmarTrak Digital Asset Tracking Software with RFID capabilities – perpetual, unlimited local license (standalone)

1 LOT

9 Installation, Test & Initial Data Load (both sites)

Service N/A — service 1 LOT

10 On-Site Training & Documentation (both sites)

Service N/A — service 1 LOT

11 Warranty & Technical Support Service N/A — service 1 LOT

RFID Attachment 2 – Photos of Fixed RFID Sensor/Portal Locations

Museum Loading-Dock Door Overall

Museum Loading-Dock Door Closeup

Vault Entry/Exit Door 1 Overall

Vault Entry/Exit Door 1 Closeup

Vault Entry/Exit Door 2 Overall

Vault Entry/Exit Door 2 Closeup