SOW.pdf

To: Contracting Official

Subject: Statement of Work for Digital Arms Room System (Multi User Client Server Version)

Part One: Overview

A. Product: Digital Arms Room System SA and RFID

B. Quantity:

C. Delivery Date: 90 Days after award

D. Location: Cannon AFB

E. Services and Training

1. Days On site installation for each location

2. 10 hours of on the job training during installation

3. Barcoding instruction and assistance

4. Scanning instructions, use of different scanner devices

5. Data migration of all equipment into the system from GCSS-A

6. On demand on line and phone refresher training for life of product

F. Technical Support for Hardware and Software

1. Electronic desktop tutorial

2. Hardcopy tutorial

3. 24/7 technical support for life of product

4. Web support

5. 5 year no question asked replacement of all hardware products

6. Lifetime tech support on software

G. Hardware

a. SmarTrack SA (2 Each)

b. SmarTrack RFID (2 Each)

c. Network Protocol

TCP/IP (closed Network non DoD connected)

• All hardware must be worldwide compatible for electricity

H. Software (items highlighted in RED in part 2 must be included in the current version of the system, these capabilities must be an exact match)

1. Digital Arms Room Software with perpetual worldwide US Government license including lifetime technical support

2. Windows Windows 10 Pro

3. Microsoft Office 2016

4. Adobe reader (9.0)

5. Microsoft SQL Express 2016

6. Windows SQL Express 2016

I. Installation process

1. Install system

2. Barcode items

3. Scan Items

4. Train Operator

The following items would be entered

Weapons Scopes Lasers NVG’s Accessories Personnel using the CAC card

J. Expendable Supplies

1. Crystal Clear Overspray for tagging

2. Alcohol for cleaning surfaces on equipment

3. Rags for cleaning

4. Metal tags for spare barrels, spare barrel bags, cases and other devices

Part Two. Requirements

1. Description of the item or service required, the estimated cost, and required delivery date.

Deployable Automated Arms Room for Weapons & Equipment Management in the Global War on Terrorism

2. System Characteristics: The system should be computer-based, and able to function as a stand-alone system for deployment, or on a Network for base operations. The system should identify all Airman by reading DoD CAC cards. ID verification will be performed using CAC pin numbers. Each bar code and RFID must be unique and linked to an item serial & stock number; all three will all be searchable fields in the record for each item.

Bar codes will be scanned using a handheld (ideally, a wireless) device during Arms Room transactions, allowing the Armorer to instantly identify equipment and access associated records. The system must be portable for field operations that can be carried in a back pack.

The PC must be able to with stand military operations and must be military spec complaint.

The system must have alternate ID options to include biometric finger print and facial recognition.

3. Operational Concept: This system would greatly improve physical security, accountability, issue and turn in of equipment, inventory procedures, maintenance tracking, ability to deploy last minute and the combat capabilities of every unit in DoD. The system would be installed in each separate or consolidated arms room to automate all arms room functions. The system would be available for deployment as with any other system in the unit. When consolidated and networked the system would be an information platform for readiness of all small to large combat weapons systems in the division. Commanders will know with certainty the location, accountability and status of all sensitive items in the unit.

4. The following tasks must be included in the system. Items in Red and it’s sub-paragraphs are required items and cannot be substituted, the system must currently perform all of these tasks and require no additional software design.

A. Master Authorization List

i. Master Authorization List: The system must provide a Master

Authorization List. The Master Authorization List must include the requirements of Airforce Regulations. It must list at a min the Unit, Each Individual, Rank, Unique DOD ID and the equipment is assigned to the individuals to include Weapon Type, NSN, Serial Number, Rack/Administrative number of the equipment assigned, the qty assigned and the current location of each item. The MAL must also include a color coded graphic representation of the following:

rounds fired status, currently assigned status, maintenance status and an indication of whether the item is signed out or in the arms room. The MAL must also include a function that allows the user to click and view the following information on each piece of equipment:

• Unit assigned down to platoon, section, squad and team level (this function must include the ability to reassign the equipment to another platoon, section, squad or team on the fly using drag and drop method)

• Equipment nomenclature

• Rack/Admin Number (this field must be editable)

• Bar Code Number (this field must be editable as long as the item is checked into the system)

• Description to include: Name, Nomenclature, Type, NSN, Unit of Issue

• Linking ability (the system must allow the user to link parent and child items together such as a machine gun, barrels, carry case and cleaning kit)

• Check Out Status to include the last check out date and time, the last check in date and time, the check out reason, the line number of the item from the property book a currently checked out indicator, and a clean or dirty status notification)

• Airman Assignment Status to include the soldier the equipment is assigned to by first and last name and a Airmen checked out to if the item is checked out to someone other than the person its assigned. This function should also allow the user to reassigned the item to another person from this tab

• A status tab to include the following information: a mission capable identification, non mission capable code and discrepancy description, current rounds fired, total rounds fired, maximum rounds that can be fired and the current percentage of rounds fired

• Tube Data to include the tube serial number, rounds fired, date fired, PID name, cannon model, tube number and a remarks section

• Inventory data to include: the last inventory date and time, type of inventory conducted a scanned or not scanned notification and whether the item is a privately owned weapon

• Maintenance schedule to include the next scheduled maintenance date and type of maintenance performed

• A linked items listing to include all items that are currently linked to this piece of equipment to include the name, type, serial number and type of relationship

ii. The automated MAL must come with a front end data base so that soldiers do not have to inter the inner workings to add, delete or update information. Preferably we would like the database to populate using the standard DOD Common Access Card (CAC). The database should hide all but the service members last four of the SSN and be protected by multiple passwords. The data base must provide the ability to automatically lock out a user that the commander with the appropriate authority deems a do not issue soldier such as a person affected by the Lautenberg Act. The data base must allow authorized users to access the system through the CAC, a PIN number and must be automatically verified against the stored SSN. This information must be protected by AES encryption data at rest standards. The system must have the capability of using two CAC cards simultaneously, one for system log in and one for soldier/customer log in using the PIN.

iii. The MAL must come with a customizable unit design function. This design function will allow for customized unit designing such as the following:

• Ability to enter several different companies or battalions

• Ability to break each company into platoons, squads, sections, teams.

• Ability to build shipping containers, shipping boxes and special designations such as LBE or read detachments.

• Equipment must be able to be dragged and dropped across units

• The system must allow viewing of all items at each designed level

• All equipment on the MAL must be able to be manipulated individual and in mass using drag and drop handles

iv. The MAL must also consist of a tabbed page listing all personnel authorized to use the system. The page would have been filled using the CAC card as the primary means but also will allow a hand generated population option used as an alternate last resort. This tabbed page must include the Unit down to the Company, Platoon, Squad and Team level.

The assigned personnel page will also include the following information: Position, Last Name, First Name, Rank/Grade, PCS date, ETS date and last four of the SSN. This page will also include a color coded identification of users in the system that is currently in the “do not issue” list. This page must provide a click and view option to allow the viewing of the personal information of the person and a sub tab that displays what equipment is assigned to this individual along with the same status updates listed on the MAL page.

v. The MAL must also include a tabbed page listing all property book equipment for the facility and must include the following information:

• Unit equipment assigned

• Line number

• NSN

• Rack/Admin number

• Equipment Name

• Nomenclature

• Equipment type

• Unit of Issue

• Qty Authorized by R14

• Qty currently on hand in the arms room (this number will indicate how many items are currently checked out)

This function will also include the capabilities section 4., a), bullets

vi. The MAL will also include a tabbed page that lists all equipment currently checked out of the system to include the following:

• Rack/Admin number

• Equipment name

• Nomenclature

• Serial number

• Line number

• Unit assigned

• Last name

• First name

• Rank/grade

• Reason Out

• Date checked out

This function will also include the capabilities section 4., a), Bullets

vii. A tabbed page listing all bulk items assigned to the system to include the information listed in paragraph 4, e.

B. Heads Up Display (HUD)

i. Heads Up Display: The system must include a heads up display that will graphically convey to the user all updated information on critical elements of information to include, quick status alerts, personnel alerts, ammunition storage alerts, equipment alerts and equipment Counts. The HUD will also include the following:

ii. A tabbed page detailing the status alerts for the following:

• Items Checked Out Count

• Items Non Mission Capable Count

• Ammunition in storage alert

• Individual qualification overdue count

• Crew served qualification overdue count

• Internal and external inspection dates

• Key inspection and rotation dates

iii. A tabbed personnel page listing the following:

• Personnel past due on their DEROS or Rotation date from the unit to include unit, last name, first name, last four of NSN and PCS date

• Personnel past due on their ETS date to include unit, last name, first name, last four of NSN and PCS date

• Personnel overdue for training to include unit, last name, first name, last four of NSN and training date

iv. A tabbed ammo storage page listing the following information:

• Ammo description

• Beginning storage date

• Ending storage date

• Person issued to

• Person receiving

• Check in date

v. A tabbed equipment alerts page with sub tabs for Maximum Rounds Fired Exceeded, Maintenance Due and Overdue items. The following information is required:

• Maximum rounds fired exceeded to include (unit, weapon type, serial number, rack number, first name, last name, maximum rounds that can be fired and the amount of rounds fired

• Maintenance Due to include (unit weapon type, serial number, rack number, first name, last name, maintenance due date

• Overdue items page to include the following (first name, last name, equipment name, check out date, due date, overdue status by day, hour and minute.

vi. A tabbed page giving an equipment count with the following information

• Equipment name

• Qty Authorized

• Qty on hand

• Qty signed out

ii. Training Tracking. The training tracking must include the authority to arm list and must provide an alert and prevention to issue for airman not qualified to be issued a weapon system. The system must track all qualifications for the airman term of service. All firing information must be recorded and reported on air force AF MT 522

C. Issue and Turn In Module

i. Issue and Turn In Module: The system must be able to perform the standard check in and out procedure IAW Airforce. The system must produce the appropriate Airforce forms AF 1297 and a weapons and Ammunition Sign Out Sheet. The following information must be provided and tracked. Name, Unit National Stock Number, Nomenclature, Rack Number, Serial Number, Unit of Issue, Actual amount signed for or turned in, a digital signature and a date. The system must electronically populate this data to eliminate manmade mistakes.

The system must provide a way to track the equipment by bar code or some other electronic tagging device. Most importantly the system must key off of the serial number. The purpose of bar coding and electronic tagging is for speed only. The issue and turn in process must reconcile items that have been checked in or out notifying the armorer of what items a person has currently checked out and what they have turned in.

This module also needs to notify the armorer and user what items are non-mission capable by automatic identification on the screen based off of items marked as non-mission capable in the maintenance module (see below) to inform the armorer and user that they are attempting to issue and receive a non-mission capable piece of equipment. In addition the system should warn the armorer when he/she is attempting to scan out an item that does not belong to that soldiers account to prevent accidental issue to the wrong person. The system must be able to track the amount of rounds fired as entered by the soldier, these counts must be tracked and maintenance notifications (see maintenance Module below) must be triggered when the items reaches its maximum amount of rounds that can be fired from its barrel or tube. Lastly the system should improve on the amount of time it takes to check items in and out by item but ultimately it must be accurate.

ii. The system must also provide a means for the armorer to set a return date and time that will automatically notify the armorer when a item is past due.

D. Inventory

i. Inventory: The system must provide the same inventory process listed in

Airforce Regulations. The system must provide a daily barrel count inventory using the AF IMT 1473, a monthly serial number inventory and a command directed inventory. This module must allow only authorized users to conduct the inventory. The daily inventory must include a listing of each items nomenclature, an area to list amounts in, amounts out, and a total of the two, lastly it must include an area to record the amount of keys and produce a paper report of the inventory. The inventory must be saved for at least 30 days or until the next serial number inventory occurs, whichever comes first. The monthly and command directed inventory must include the unit’s name, line number, nomenclature, amount authorized and amount on hand. The system must automatically verify that the person conducted the inventory is of the proper rank/grade and that they are not the same SSN that conducted the most recent inventory. This verification is required to be done electronically through the CAC card. The inventory must provide a standard inventory report that includes the minimum information above.

The system must also automatically notify the armorer when the next inventory is due.

ii. The system must also include a process for conducting the following types of inventory (daily, monthly, property book officer, command directed and a percentage) in accordance with the same inventory process listed in

Airforce Regulations. These inventories must be saved for at least 3years.

The following requirements are listed:

• Must be able to scan active and passive RFID tags, GPS, IUID, 2D or 1D barcodes

• Must provide a count of all items present

• Must include a count of all items not present

• Must include a listing of all checked out items, to who they are checked out to, the checked out date and time and the check out reason

• Must include the equipment listing by (type, nomenclature, NSN, line number, qty authorized, quantity present and quantity not present

• The inventory must be able to be saved, reopened and continued until complete. The system must produce the standard DoD Airforce cover page listing the unit, inventory results dates and times.

• The system must include RFID antenna coverage. The system must provide coverage for all weapons using the RFID antenna coverage so they can be read for inventory every 5 seconds. The system must report any items not present that should be present. The antenna system must alert the user when an item leaves the facility without being properly issued by sound and visual alert. The antenna system must also be able to be used for issue and receiving operations.

• The system must include an external RFID reading mobile device that can perform inventory operations using the complete or partial computer database to conduct inventory. The device must operate in Wi Fi or Batch scanning mode. The inventory must be conducted by:

a. Equipment name,

b. Nomenclature

c. NSN

d. Type

e. Serial Number

f. Location

g. Airman

h. R14 Number

i. Cage Number

j. Part Number

E. Maintenance

i. Maintenance: The system must provide a user level maintenance process.

We require the ability to scan an item in for required maintenance, have a maintenance form automatically display with the header filled in to include the equipment’s’ appropriate serial number, Rack Number, NSN, TM Number, TM Date, Inventory type and have that form print and save. The maintenance must be able to be completed through the use of drop down menus and free form fill in; it must be able to record weapon evacuations and record part ordering at the armorer level. The system must record and display all non-mission capable equipment and automatically update that notification in the MAL and Turn in and issue module. The system must also track the amount of rounds fired from weapons requiring tracking and automatically notify the armor when that weapon has exceeded its maximum threshold. The system must provide real time updated reports on non-mission capable equipment requirements based off of armoror maintenance input. This notification will provide item types, amount on hand, amount non mission capable and a percentage displayed automatically on Green, Amber and Red status colors.

ii. The maintenance module must also include a page listing the current maintenance readiness levels for all equipment to include:

• Equipment name

• Qty Assigned

• Qty Non Mission Capable

• Qty Available

• Percentage Available

• The system will use a color code system to identify the 90 percent level, the 89-70 percent level and the 69 percent and below level

• The maintenance data must be connected to a series of maintenance reports that will allow the armorer to project all maintenance performed, maintenance to be performed, maintenance status, non-mission capable items, down time reports, scheduled maintenance tasks, parts on order and evacuated item status at a minimum

• The system must also track the maintenance history all item maintenance actions for the life of that item

F. IUID and 1D Bar code reading

i. The system must have its own imbedded IUID concatenation software that can read DoD IUID tags with any 2D data Imager. The software must be able to concatenate all constructs of IUID. The imager should not be the point of concatenation of the IUID in the system so that any 2D imager can be connected to the system without requiring imager on board IUID reading

ii. The system must come with additional temporary 1D barcodes and be able to read the 1D bar codes and associate those barcodes with the equipment and its serial number in a unique manner

iii. The system must be able to read and process 2D and 1D codes and process both at the same time using the same reader

iv. The system must come with the ability to read and process active and passive RFID tags

G. Reports and Queries: The system must come with a series of reports and queries that must include at a minimum the following automatically calculated reports.

• Company Equipment Reports to Include:

- Company Equipment Bar Code Report

- Company Equipment Quick Count

- Company Un-Assigned Equipment Report

- Crew Served Weapon Teams Listing

- Crew Served Weapon Training Statistics

• Personnel reports listing all personnel assigned to the unit to include first and last name, last four of SSN, platoon, squad and team assigned, PCS and ETS date automatically populated from the CAC card to include:

- Equipment Receipt by Person AF 629

- Equipment Receipt by AF 629

- Individual Record

- Personnel Report

- Unqualified Personnel Report

• Maintenance reports to include:

- Tube Maintenance report AFTO 105

- Deadline Deficiency Report

- Deadline Deficiency Downtime

Report

- Deadline Report

- Maintenance Overview

- Scheduled Maintenance

• Master Authorization List Report to include all of the units assigned equipment, first and last name, rack/grade and unit assigned.

• Property Book Listing Report to include all property assigned to the unit, the type, NSN, line number, serial number and amounts assigned and amounts on hand.

• Individual Record Report to include the individual first name, last name, rank/grade, unit assigned, equipment assigned, equipment maintenance status, and current weapon qualification data.

• Quick Count Report to include the equipment types assigned to the unit, amount assigned, amounts checked out and amounts available.

• Deadline or Non Mission Capable Report to include the unit name, item equipment types assigned, amount assigned, amount on hand, amount non mission capable and a percentage mission capable.

• Equipment Reports to include:

- Master Authorization List Condensed

- Master Authorization List

- Property Book for Bulk Items

- Property Book Listing

- Property Book Listing Condensed

• Company Training Reports to include

- Company 30/60/90 day PCS/ETS report

- Company Do Not Issue

- Individual Weapons Training

• Inventory Reports to Include:

- Ammunition Storage

- Daily Inventory Report

- Monthly Serial Inventory Report

• Issued Reports to Include:

- Company Daily Issue Report AF 1297, Weapons and Ammunition Sheet

- Company Daily Returned Report AF 1297, Weapons and Ammunition Sheet

- Individual Daily Issue DD 581, Weapons and Ammunition Sheet

- Weapons and Ammunition Sign In Sheet

- Weapons and Ammunition Sign Out Sheet

All of these reports except the Individual Record and Quick Count must be able to be queried by company and platoon level at a minimum.

h.) Training Statistics: We require that the system be able to record each soldiers training results on all assigned weapons to include, weapon assigned, qualification date, qualification level, number of hits and next scheduled qualification date. If possible the system should produce a report on weapons qualification levels for the all weapon type’s weapons.

i.) Crew Served Weapon Assignment: The system must allow the unit to assigned crew served weapons tams to its crew served weapons by individual name to include a gunner, assistant gunner, ammo bearer and forward observer. The module must produce a report listing the team by name and weapon type and serial number.

j.) Ammunition Storage: The system must be able to check in, record and track temporary ammunition storage and check out of ammunition. Ammunition issue and turn in must record who is turning in or checking out and who is receiving ammunition.

h.) Key and Lock Control: The system must be able to track all keys assigned to the arms room. They must be tracked by unit and serial number and produce an inventory report IAW with AR 190-11 and AR 710-2.

i.) Forms and Publications: The system must provide all of the applicable forms and Airforce regulations that apply to arms room management and maintenance. Forms and regulations must be able to be viewed, printed and saved. The following forms must be automatically produced and populated using the system tools:

j.) Self Inspection: The system must provide us with a physical security inspection module. This inspection must include the Airforce self inspection questionnaire from Airforce regulations. The system must also be flexible enough for units to add local physical security check lists to the existing questionnaire. The results must be able to be saved to the system and printed.

k.) Military Packing List: The system must have an automated feature that allows the armorer to design separate and combined DD form 1750’s for each box, package or container being shipped by the unit. This must be automated through the use of the UIUD or 1D barcode scanner. The lists must be able to be added to, edited and decreased and flexible as possible. The DD form 1750 shall be printable l.) Overdue Items Notification: The system shall track when items are due to be returned. Upon elapsed due time the system shall warn the armorer of items not checked back into the arms room on time and specify the number on days and hours the items are overdue.

m.) Hardware: All hardware should be military compliant and meet military specifications.

n.) Other Additional Requirements:

• Include CAC card reading and access on all laptops and scanners

• The CAC Reading capability must operate with out the use of any smart card middleware, the reading capability must be written into the native application

• The product must be listed on the PM AMIS PRFID contract as an approved product

• The product must include a robust asset tracking management system, asset life cycle maintenance system, end item and part tracking ability, parts reordering, parts shop marking and organization set up module

• The system must include tracking of suppliers and vendors tied to the reordering process

• The system must be able to read barcodes, IUID, 2D Data Matrix, Passive RFID, Active RFID, Blue tooth tags and GPS tracking that can be implemented on each end item

• The GPS tag must be able to GEO fence all items and alert when items leave designated facilities and locations

• The system must alert when items are moving and track the item through its movement around the globe

• The system must be able to locate the tag worldwide on a map

• The system must include the ability to conduct inventory of end items, parts, kits, and tool boxes

• The system must be able to inventory items issued to an individual

• The system must include the Air Force custom manufacturing and product development tracking

• The system must provide custom work order fulfillment and maintenance data capture for items being assembled by part to its completed end item. The system must be able to attach Bluetooth, GPS, RFID combo tags to track each part and end item through the assembly process to completion

• The system must include all hardware, software, printers, tag printers, and all applicable Bluetooth, GPS, Active and Passive RFID Tags

• The system must include a combination of facility manufacturing and generalized asset tracking and inventory management

• The system must be able to track items at a warehouse level, multiple warehouse level, department and shop level

• The system must include extensive budget management. The system must be able to track budget for all entities, each end items costs through out life cycle, cost its manufacture, parts, preventive maintenance, and replacement costs

• The system hardware must include a 5-year warranty with accidental damage coverage and on site next day repair

• The system must come with all network equipment, LAN cable installation, hardware installation, and testing for full operation

• The system must be able to issue and receive parts per technician using CAC Card and Wireless PIV card o.) Security:

Dual password protection Automatic daily db. back up upon sign in, sign out, and operation lulls Tiered access and permissions based on need from administrator. 3 levels.