EDR SOW.docx

SECTION C: STATEMENT OF WORK

U.S DEPARTMENT OF STATE – MOTOR VEHICLE SAFETY INITIATIVE

1.0 INTRODUCTION

The United States Department of State’s (Department) Safety, Health, and Environmental Management Office (OBO/CFSM/FLS/SHEM) intends to purchase an in-vehicle video and data capture system to modify driver behavior in order to improve behind-the-wheel performance to reduce the severity and frequency of motor vehicle mishaps. The vehicle data system must be able to capture triggering events that exceed a force threshold such as impacts caused by motor vehicle collisions, rapid acceleration, rapid deceleration, swerving, as well as speed exceeding a predetermined threshold. The analysis from each vehicle data recorder must address risky driving in line with the Department’s Smith System training effort so that the driver vehicle data recorder feedback sessions are consistent with the Department’s fleet safety policies and driver training program. Each event captured must identify not only the risky behavior but also assign a weighted score based on the severity of the risky behavior. The system must not be able to track vehicles in real time. Audio capturing capability is required but the audio must be able to be disabled. A secure wireless system utilizing the highest level of commercially available encryption must be used to transfer events and the overall system must meet Federal Information Security Modernization Act requirements. The data review center must be based in the continental United States and the reviewers must be U.S. citizens that have passed, or be able to pass, a Moderate Risk Public Trust background check. The successful contractor must demonstrate a significant, related experience working overseas in developing countries and all existing equipment is proprietary and would need to be replaced.

1.1 DEPARTMENT MOTOR VEHICLE FLEET

The Department maintains a vehicle fleet of over 12,000 vehicles at 265 embassies and consulates throughout the world. The motor vehicle fleet is a major monetary asset and losses from motor vehicle collisions are significant. Motor vehicle operations also present the greatest risk of injury and fatalities to Foreign Service Officers, local national employees, and local national citizens. While driver safety training has proven somewhat effective, additional intervention in the form of vehicle data recorders is needed at the posts with the greatest risk for fatalities, serious injuries, and property damage incidents. At the start of the contract, approximately 35 posts will have the program installed with a target of another 5 posts for future installation.

1.2 RELATED MOTOR VEHICLE SAFETY EFFORT

During the last several years, the Department has contracted with a professional driver safety training company (Smith System Inc.) to provide driver training that stresses anticipating hazards (situational awareness) and defensive driving techniques (space management). Smith System’s Five Keys® include Aim High in Steering to scan far ahead of the vehicle and to allow enough time to react to hazards; Get the Big Picture to quickly determine what hazard presents the greatest risk, allow the proper following distance and to eliminate distractions; Keep Your Eyes Moving to not fixate on objects and to scan the field of vision to identify hazards as well as to frequently check mirrors; Leave Yourself an Out involves creating a cushion around the vehicle as traffic conditions change to avoid accidents; and Make Sure They See You by using brake lights, horn, turn indicators, headlights to signal and warn other drivers. The analysis of driver behaviors from vehicle data recorders must align with this training effort so that the driver vehicle data recorder feedback sessions are consistent with the Department’s driver training program.

2.0 CONTRACT TASK ELEMENTS

The following tasks are to install vehicle data recorders and associated equipment in order to improve driver performance and to decrease the frequency and severity of motor vehicle collisions. The equipment must be rugged and durable enough to withstand the harsh weather and road environments in Africa and other indicated locations. This contract will be focused on improvement and will also require certain reporting requirements, meetings, and training sessions to monitor performance, identify areas for improvement, and to train personnel.

2.1 Vehicle Data Recorders

The vehicle data recorders must be able to be mounted on the windshield behind the rearview mirror (using vendor provided brackets) but not significantly block the view through the windshield. For armored vehicles, the vehicle data recorder cannot be mounted to the windshield and must be mounted (using vendor provided brackets) to the bracket that holds the rearview mirror. The power cables for the unit must be hidden from view and wired in a neat and orderly manner without any loose wires. The power consumption for the unit must not drain the vehicle battery overnight with an option to set the unit to hibernate. The brackets that attach the unit, and the power cable to the unit, must be tamper resistant and require a Torx or other special tool for removal.

The vehicle data system must be able to capture triggered events that exceed a force threshold such as impacts caused by motor vehicle collisions, rapid acceleration, rapid deceleration, swerving, as well as speed exceeding a predetermined threshold. When triggered, the event recorder must be able to capture audio and the video of the view inside and outside the vehicle for at least 12 seconds and record time, date, speed (in miles per hour and kilometers per hour), and the location where the event was triggered. The analysis from each vehicle data recorder must address risky driving in line with the Department’s Smith System training effort so that the driver vehicle data recorder feedback sessions are consistent with the Department’s driver training program. Each event captured must identify not only the risky behavior but also assign a weighted score based on the severity of the risky behavior The unit must have a lens pointing forward that captures nearly 180 degrees in front on the vehicle and a lens that captures the inside view of the vehicle. The unit must have an ability to manually trigger events, have lights or other indicators providing feedback to the driver that an event has been triggered, and have the ability to clearly capture nighttime events. A microphone must also be present to capture audio, but the audio must be able to be disabled when requested. Due to upcountry trips, the unit must have the capability to store hundreds of triggered events between downloads.

The units must be equipped with a Wi-Fi adaptor to allow connection to a Wi-Fi modem installed at Department facilities. The units must use the highest level of commercially available data encryption (WPA2-Enterprise with 802.1K or WPA3-Enterprise). This encryption must include data at rest (on-camera and server storage) as well as transmission across all networks. The data recorders must communicate only with the system installed at the embassy or other U.S. government facility. They must also be equipped with geo-fencing or other technology to ensure the data recorders do not attempt to transmit data until they are within range of the Wi-Fi network installed at Department facilities. The system must NOT be equipped for cellular connection or have the ability to track vehicles in real time (even if the feature could be turned off) due to security concerns. The units must not include a cellular modem or a means to connect to cellular networks and must not include a Bluetooth transceiver chip or Bluetooth antenna. The units must have digital security certificate capability to allow authentication of devices by a secure network. The units must have a mechanism to prevent physical access to data storage components. The data recorders should utilize secure boot mechanisms. No hardware components will be sourced from the People’s Republic of China (PRC).

2.2 Wireless Hardware Equipment

The wireless system needed for downloading and moving the events typically includes a router to connect multiple access points, one or more access points, a network switch, POE adaptors, media converters, and antennae pair, as well associated coaxial cables and lightening arrestors. No hardware components will be sourced from the PRC.

2.3 Vehicle Data Recorders and Wireless Hardware Installation The Department currently maintains approximately 3,719 installed vehicle data recorders plus approximately 10% spare units (4,091 total) and 204 active wireless systems plus 41 spare wireless systems (245 total) at the locations listed below. All of the vehicle data recorders and wireless systems are proprietary and must be replaced, if necessary, within the first year to maintain program continuity.

Current Sites

Accra, Ghana Tamale, Ghana

Dakar, Senegal Guinea Bissau

Gaborone, Botswana Selebi Phikwe, Botswana

Kinshasa, DRC Goma, DRC

Manila, Philippines Tarlac, Philippines

Maputo, Mozambique Pemba, Mozambique

Nairobi, Kenya Kisumu/Kericho, Kenya

Port-au-Prince, Haiti Cap Haitian, Haiti

Vehicle data recorder associated wireless equipment and data analysis is needed for an additional vehicles and their (plus 10% ) spare units. Also needed area active wireless systems and their spare wireless systems . The installations are tentatively scheduled for the following locations. The actual locations may change and will be determined by the Contracting Officer’s Representative (COR) prior to initiation of the work at the site:

Planned Future Sites

Tentative Locations:

Cairo, Egypt Bogota, Columbia Yaoundé, Cameroon Amman, Jordan Ouagadougou, Burkina Faso

2.4 Vehicle Data Capture System Installation

The contractor will provide the equipment and onsite installation for all Government vehicles at each location listed under Current Sites and Future Sites (or alternative future sites identified by the COR). The contractor must leave spare vehicle data recorders at each site and train local employee mechanics on installation. This work will be coordinated with the Safety, Health, and Environmental Management Office, and as well as the Regional Security Officer, General Services Officer, and Diplomatic Technology Officer at each post. For any windshield-mounted devices, the contractor will provide alternative mounting hardware for armored vehicles which cannot have windshield mounts installed.

2.5 Wireless Hardware Installation

The contractor will provide the equipment and onsite installation for stand-alone wireless access points needed for vehicle data recorder downloads for the number of wireless system sites indicated for each location under Current Sites and Future Sites. The wireless access point must have the highest level of commercially available encryption (see section 2.1 and 2.2 for detailed specifications). The contractor must leave in each country one complete spare wireless system. This work will be coordinated with the Regional Security Officer and the Diplomatic Technology Officer at each post. The wireless system must be installed in a secure and aesthetically pleasing manner acceptable to post management.

2.6 Project Planning and Management

The Contractor will identify a single project manager to coordinate with the Department on all aspects of the project. The Department will identify Key Personnel to work with the Contractor at each site. The Contractor’s project manager and other critical personnel will meet with the Department either virtually or in Washington D.C. to preplan and coordinate any new installation. Any and all services and support required of the Department will be identified at this meeting, as well as a timeline showing contractor and Department tasks. Once dates have been agreed upon, a schedule will be developed by the Contractor, and approved by Department, to coordinate delivery of equipment, installation of all hardware and software, installation of data recorders, and training of Department personnel.

2.7 Data Review, Security, and Training

The video captured by vehicles in the program must be reviewed and scored within the continental United States by U.S. citizens with a Moderate Risk Public Trust clearance. All data should be stored on a US Government approved cloud service such as Amazon Web Services (AWS) for Government. The vendor must arrange for a public trust background investigation for each reviewer to ensure the individuals’ trustworthiness and suitability for a position that involves access to sensitive, but unclassified, information. All reviews must be conducted in a space and on a device controlled by the vendor to ensure controlled access to only those persons designated as reviewers. The system that captures, transmits and stores the data must have been assessed as required by the Federal Information Security Modernization Act (FISMA) and have all findings remediated. The vendor must provide documentation of server configuration (e.g., AWS config), security measures, audit procedures, individuals with data access, and data handling procedures.

The Contractor must provide two (2) training sessions to Department personnel on how to analyze data generated by vehicle data recorders in order to generate reports for feedback to drivers. The training must be equivalent to training received by Contractor personnel that analyze the data. This training must be provided, based upon a schedule agreed to by Department personnel. Training will be conducted in Washington D.C., unless the Department of State determines that it is of greater benefit to hold the training virtually or at the vendor’s location.

2.8 Data Analysis and Contractor Reports

Data will be analyzed and reported by the Contractor and will include comparison reports from year-to-year and month-to-month. Advanced statistical analysis of data to find trends, identify key behaviors, and assist in guiding Department policy is required. All of this information must be provided online. The information must include significant aspects of the vehicle data monitoring program including overall program trends, individual driver, group and site performance, problems or outstanding issues, and event analysis trends. Video must also be captured and available for review by Department personnel for each event. Department personnel in the Safety, Health, and Environmental Management Office must be provided with the capability to download and save events in MP4 format, but Contractor must prevent download capability by other users. Reports must be received in a timely manner, and data accessible via the internet, for Department personnel to review the information and provide feedback to sites in a prompt manner. The Contractor will provide monthly written summaries of post progress and participate in conference calls with Department safety and health personnel and site management on any issues, problems, or adjustments that are necessary to the source or availability of this information.

2.9 Biannual Progress and Planning Meetings

The Contractor must provide their Project Manager and supporting Technical Experts for meetings at least once yearly for 2 days to discuss progress, planning, performance, changes in data reports, and other overarching issues related to the work. The meeting(s) will be held at the contractor’s site or at a Department of State facility in Rosslyn, Virginia.

2.10 Biannual Program Review Presentations

The Contractor shall provide, for each country (Post) in the program, Program Reviews twice each year summarizing risk trends for drivers, groups and sites, comparative statistics, highlights of program progress, and areas of concern that need improvement. The review will be provided in PowerPoint and the Contractor’s Project Manager shall be available by conference call with the Department to present the findings to Post management.

2.11 Yearly Workshop in Washington DC with Post Personnel

Every year the Contractor will send Key Personnel working on the contract to coordinate with the Department to host an annual 4-day meeting in Washington DC with the active Posts to review the overall and specific Post data. The contractor will present trends from the data and how it impacts Program Management, provide guidance for improving the program, and identify best practices that should be implemented.

2.12 Embedded Contractor Personnel

The contractor must provide one full-time person that will be embedded in the Safety, Health, and Environmental Management Office to provide program support including data interpretation, trend analysis, troubleshooting, and other client related services as needed. This person will need to be able to obtain a Moderate Risk Public Trust clearance and other requirements.

3.0 SITE ACCESS AND RESTRICTIONS

3.1 Site Access at Post Compound(s)

The Contractor shall schedule all work during normal working hours which are typically defined as 8:00 to 18:00 Monday to Friday but each site may operate different days of the week or be open for different hours depending upon the day of the week. The COR will make the contractor aware after each site is selected for installation.

3.2 Contractor Supervision and Escort

The Contractor shall designate a representative who shall supervise the Contractor's workers and be the liaison with the U.S. Embassy/Consulate personnel. The Contractor's employees shall be on-site only for contractual duties and not for any other business or purposes. Contractor employees shall be escorted at all times and have access to the location where the vehicles are stored, only with specific permission granted by the designated Embassy or Consulate representative.

3.3 Personnel Security

The Government reserves the right to deny access to U.S.-owned or -operated facilities to any individual. For personnel conducting the installation, personal information will need to be provided to obtain country clearance from the Embassy. The COR will coordinate clearance requests/access. The Contractor shall provide the names, biographic data, clearance level, or other data as required on all Contractor personnel who shall be used on this contract prior to their utilization. The Embassy shall issue visitor passes to approved Contractor personnel, each of whom shall be escorted on the compound and must display his/her card(s) at all times while on Government property. These visitor passes are the property of the Government. The Contractor shall return all visitor passes when they depart the compound, or at the request of the Government.

4.0 OTHER REQUIREMENTS

4.1 Shipping Instructions

All Hardware shipping must be coordinated with the Office of Safety, Health, and Environmental Management to determine the most practical and cost-effective method to deliver equipment to its final destination. If the Department ships by Diplomatic Pouch, strict size and weight requirements must be met for every package shipped by the contractor to the Department for onward pouching.

All boxes must be double walled, heavy-duty cardboard due to the distance it must travel. Boxes must be 50 pounds or less and must not exceed the following measurements:

1) Measure the length of the parcel and the circumference of the parcel at its thickest part. Add the length and circumference together.

a. If the length is under 36 inches, then the combined length + circumference cannot exceed 135 inches.

b. If the length is over 36 inches and up to 48 inches, then the circumference cannot exceed 44 inches.

2) No package can be over 48 inches in length.

Any hardware that will not fit into this size package will need to be shipped via commercial delivery service. Further guidance will be provided by the Government before the start of the project. Each package shipped must be traceable with a unique tracking number to ensure delivery and to provide proof of delivery. The tracking number must be placed on the outside of the boxes, and a packing slip must be included inside the boxes.

4.2 Publications and Presentations

The Contractor shall not publish or distribute videos, data, or findings from this effort without prior written Department review and approval. All papers, reports, professional or lay publications, and presentations at meetings and conventions must be sent to the Department for review and approval at least seventy-five (75) days prior to the required submission or presentation date. These requests are highly unlikely to be approved by the Department of State’s Public Affairs Office. All such reports that are approved by Public Affairs shall include the following disclaimer, “The views, opinions, and/or findings contained in this report (paper) are those of the author(s) and should not be construed as an official Department of State position, policy, or decision unless so designated by other official documentation.” The Contractor shall ensure that any and all subcontractors are aware of, and agree to, this paragraph.

5.0 ITEMS/DATA TO BE DELIVERED OR INSTALLED

5.1 Project Deliverables

Each deliverable must have a per unit cost and total cost for equipment, labor, travel, and other categories of cost. Costs for overseas work (installation of vehicle data recorders and wireless systems) must be split out for each site.

Delivery and onsite installation of 3,719 (plus 372 spare) vehicle data recorders for the Current Sites.

Delivery and installation of 865 (plus 87 spares) vehicle data recorders for Future Sites.

Annual data interpretation subscriptions for each recorder installed that must include overall program trends, individual driver performance, and problems or issues. Data from the system must be available online.

Must have optional mounts for armored vehicles, train site mechanics on installation, be able be disable audio.

Current Site Locations:

Abidjan, Abuja, Accra, Tamale, Addis Ababa, Astana, Bamako, Conakry, Dar es Salaam, Dakar, Guinea Bissau, Djibouti, Dushanbe, Freetown, Gaborone, Selebi Phikwe, Harare, Islamabad, Johannesburg, Kampala, Khartoum, Kigali, Kinshasa, Goma, Lilongwe, Lusaka, Manila, Maputo, Pemba, Nairobi, Kisumu, Kericho, N’Djamena, Niamey, Nouakchott, Phnom Penh, Port-au-Prince, Cap Haitian, Santo Domingo, Tegucigalpa, Tunis

Future Site Locations:

Cairo, Bogotá, Ouagadougou, Yaoundé, and Amman.

Delivery and onsite installation of all necessary hardware and software for the 207 secure wireless systems for the Current Sites as well as 41 spare wireless systems.

Delivery and onsite installation of all necessary hardware and software for the 38 secure wireless systems for the Future Sites as well as 6 spare wireless systems.

All work must be coordinated with the Regional Security Officer and the Information Management Officer at each site.

Current Site Locations:

Abidjan, Abuja, Accra, Tamale, Addis Ababa, Astana, Bamako, Conakry, Dar es Salaam, Dakar, Guinea Bissau, Djibouti, Dushanbe, Freetown, Gaborone, Selebi Phikwe, Harare, Islamabad, Johannesburg, Kampala, Khartoum, Kigali, Kinshasa, Goma, Lilongwe, Lusaka, Manila, Maputo, Pemba, Nairobi, Kisumu, Kericho, N'Djamena, Niamey, Nouakchott, Phnom Penh, Port-au-Prince, Cap Haitian, Santo Domingo, Tegucigalpa, Tunis

Future Site Locations:

Cairo, Bogotá, Ouagadougou, Yaoundé, and Amman.

Data Interpretation Training (2 Sessions) for each year of the contract.

Training to be held virtually or in Washington D.C.

5.2 Items Required to be Submitted for Review

The contractor must submit or make available the following as part of the bid package:

· Access to the online system used for tracking and analyzing data from event data recorders.

· Examples of Monthly Reports and Program Reviews.

· Event data recorder and mounting hardware, including for armored vehicles.

· Wi-Fi hardware and configuration descriptions, including method of encryption.

· Names and resumes of Key Personnel to work on the contract.

· Name and qualifications, including the resume, of the contractor personnel to be embedded.

· Proof of FISMA compliance and remediation of any findings.

· Names, phone numbers, and reference information for clients, including those with fleets overseas. This information should include the services provided to the client and the size of the fleet covered by each client.

· Location of the Data Review Center.

· Location of Data Storage Facility.

6.0 GOVERNMENT FURNISHED PROPERTY AND ASSISTANCE

6.1 Equipment Installation

The project scope assumes the Contractor will install ALL hardware, wireless download hardware, and vehicle data recorders. Contractor will train on site personnel at each post for future vehicle event recorder installations.

6.2 Operator Training and Feedback

During the project, operators of the vehicles will require driver training and feedback and behavioral modification. The Department will designate appropriate supervisory personnel who will be responsible for promptly reviewing identified poor driving behaviors and discussing proper defensive driving techniques provided by the Contractor via web-based reviewing software.

7.0 PERIOD OF PERFORMANCE

The Period of Performance is for One (1) Base Year and one (1) Six-Month Option Period.

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