FBI RHINO SOR.pdf

STATEMENT OF REQUIREMENTS

RHINO WEBSITE

JANUARY 4, 2021

RYAN DOLAN

CONTRACTING OFFICER

RDOLAN@FBI.GOV

502-795-4300

1 Scope

This is a contract to provide for the routine and standard acquisition of clothing, personal protective equipment and tactical supplies for the FBI. In conjunction with the Indefinite Delivery Indefinite Quantity (IDIQ) contract for the clothing, equipment, and supplies, the awardee (hereafter referred to as “vendor”) shall provide a secure online ordering system (hereafter referred to as the “website”), accessible via the World Wide Web, which allows the end-user to make purchases, track orders, and view order history, among other requirements as described in this document.

For orders placed by the FBI National Academy and the New Agent Training Program, the vendor will be required to provide delivery of products at the FBI Academy, Quantico, VA. The vendor will be required to process any exchanges of clothing for employees/attendees while on-site at the FBI Academy. It is estimated that the vendor will be required to have this presence at Quantico approximately six to ten instances per year, dependent upon factors such as appropriated funding. There will be no travel costs authorized for this contract.

1.1 Description of Services & Background

The FBI has a need to (1) properly outfit (clothing), and provide personal protection equipment and complimentary supplies to maintain a uniform (standard) and professional National Tactical Program (NTP) across the FBI, while ensuring the safety and welfare of employees operating in hostile environments and multiple/varying adverse climates across the United States. In addition, (2) an online ordering website that offers tactical teams across the FBI the ability to order items from the approved product matrix is required. The online ordering website enables teams to process purchase requests in a more efficient manner, as opposed to multiple purchase card and purchase order transactions. As a result, the website will drastically reduce redundant administrative workload for employees, some of whose positions on the tactical teams are deemed collateral duties to their investigative roles in the organization. The website will also afford the NTP the ability to track all purchases throughout the year, identify purchasing trends, and provide purchasing data for further decision-making purposes.

2 APPLICABLE DOCUMENTS

-- RHINO Request for Proposal

-- RHINO Product Matrix

3 REQUIREMENTS

In conjunction with the IDIQ Contract for clothing, personal protective equipment and tactical supplies, the vendor shall also provide an online ordering website for ease of purchasing for end users across the FBI throughout the fifty-six (56) Field Offices and FBIHQ Divisions. The following are the minimum requirements for the website.

Website- URL, Availability, & Appearance

The vendor shall provide the FBI with a vanity URL for the internet address of the website. For example, “rhino.vendorABC.com”, “rhino.vendor.com”, “fbirhino.com”. The specific URL will be coordinated by the Contracting Officer with the vendor upon award of the contract.

The website shall be accessible twenty-four (24) hours per day, seven (7) days per week. The website shall be accessible from desktop computer, tablet, mobile devices (tablets & smart phones), and laptop computers. The vendor is allowed periodic website closures for maintenance & development purposes. Such closures shall be communicated to the Contracting Officer (CO) and the Contracting Officer Representative (COR) forty-eight (48) hours prior to the closure, unless such closure is necessitated by emergency circumstance, which shall be communicated immediately to the CO and COR.

The website shall be similar in form and function to consumer online retail ordering websites, such as Amazon.com, Target.com, Walmart.com. In this manner, there shall be tabbed product categories, a “shopping cart” experience, ability to search for products, account maintenance, and order status page.

Website- User Accounts

The website must be scalable with respect to the volume of user accounts. Initially the website shall allow for a minimum of thirty (30) Administrative Users and three hundred (300) Standard Users.

These users will access the site through unique usernames and passwords after approval from the Contracting Officer and/or the Contracting Officer Representative. Vendor shall establish and maintain Administrative and Standard User accounts based upon the direction of the CO and/or COR. Vendor shall limit amount of personally identifiable information required for the creation of the user accounts, not to exceed name, business shipping & billing locations, and contact information.

Standard User—this user shall have the ability to utilize the website, similar in fashion to shopping at an online retailer, such as Amazon, Target, and Walmart. The user will be able to browse, shop, place orders, track orders, create subordinated employee profiles, build “kits”, add/edit/delete items from a shopping cart, generate reports, and all other necessary end user functions.

Administrative User—in addition to having all of the access and abilities of a standard user, the administrative user shall have the ability to review all purchase activity across the website ecosystem, to include generating reports, monitor account activity across the ecosystem, and any other necessary supervisory and program management activities.

The website shall allow the Administrative & Standard Users to input subordinate employee profiles, to include sizing information to facilitate & track purchase allocations. These subordinate profiles will not require user logins. Administrative & Standard Users will create the subordinate profiles based upon pseudonym-type names to avoid input of personally identifiable information beyond that of the party ordering and receiving deliveries. The website shall require that each item purchased through the website be assigned to a specific subordinate employee profile for the purpose of property and expense tracking.

The Standard User shall have the ability to modify his/her respective account with respect to biographical information, such as name, telephone number(s), default delivery address, and similar information required for purchasing.

Website- Product Pages

Similar in form & function to the online websites for Target, Amazon, Walmart, the website shall possess general, overarching product category tabs. The exact naming of the product categories shall be communicated to the vendor upon award of the contract. Examples may include, but not limited to, “Clothing”, “Medical Supplies”, and “Sniper Equipment”. Beginning with a general category, such as “Clothing”, the website shall possess subsequent categorization of products, such as “Upper Body”, “Lower Body”, “Cold Weather”, and “Warm Weather”. These sub-categories shall be communicated by the FBI to the vendor upon contract award. Users shall be able to select specific products from the general category tabs and/or the subcategory pages. The website shall also offer users the ability to search for specific products. Users shall be able to search by product name, description (e.g.- “holster”), and/or product number.

The website must include details on all products listed in the referenced product matrix. The product matrix is subject to modification based upon product availability, advances in technology, and changing needs of the FBI.

The product page of the website must include the following details for each product:

1. Manufacturer

2. Model

3. Part Number

4. Available Color(s)

5. Availability/Back order Status

6. Approximate Delivery Lead Time

7. Country of Origin

8. Price

9. Picture(s)

10. Product Specifications

11. Product Description

12. Product Review Submission Area (internal to FBI use only).

13. Add to Cart Functionality, to include selection of the quantity.

The website shall allow for the establishment of Standard user groups that have access restricted to products based on job assignment within the FBI. The website will limit, based on parameters established by the Administrative users, product access for certain items based on the assignment of personnel. Product offerings to certain profiles will be limited based on the role of the individual and/or group.

The website shall allow for the Administrative and Standard Users the ability to create packages that contain commonly purchased items. This is commonly referred to as “kitting”. These packages will allow the Standard User to specify the size(s), colors and any other approved options for the products contained within the package.

If requested by the end-user, the website will send an email indicating critical stages of the purchase process. The website will allow the end-user to select which notification(s) he/she would like to receive. The website must include the option for the end-user to be notified when order is successfully submitted, if products become end of life/unavailable, and shipment(s) of product(s).

Website- Funding & Allocations

The contract will be funded incrementally throughout the fiscal year in conjunction with funding availability to the FBI. The vendor will collect order submissions on a bi-weekly basis. This data shall be transmitted to the Contracting Officer (CO). The CO will review order submissions and obligate funding to the vendor via delivery orders for an amount respective to the orders submitted.

The website shall allow the CO and/or the COR to assign funding allotments to each Standard User account. This funding amount will be determined by available funding at the time of the allotment, and the size of the respective unit to which the Standard User is responsible for purchasing. This funding allotment is not actual funding obligated to the vendor; it is only representative of the available budget of the respective Standard User at the respective time period. Actual funding is obligated by the CO via the bi-weekly Delivery Orders. The website shall also allow for increase in funding allotments based upon availability of funding, and in the instance the FBI has exigent circumstances to expand its purchase requirements, such as large-scale operational events and emergency purchases. Only the CO possesses the ability to provide additional funding to the contract. However, both the CO and the COR shall have the ability to direct how the allotment of funding added to the contract is directed to specific user accounts, and the corresponding amounts.

A Standard User’s respective allotment shall be easily accessible on the website. The spending allotment shall be “real time”, in that the amount listed on the website includes available funding, additions in funding, deductions from recent purchases, and credits for recent returns/exchanges.

The FBI will allow purchases on the website to be made outside of the funding available on delivery orders. For example, end-users shall have the ability to make purchases via Government Purchase Cards (GPC). The end-user shall have the ability to select from a drop-down menu which method of funding will be used for the transaction. Only one method of funding will be available for an individual order. Purchases made via GPC will be recorded against the monetary ceiling of the contract.

Website- Shopping Cart

Similar to the online retail store fronts referenced in prior sections, the website shall have similar “shopping cart” functionality synonymous with other online shopping experiences. The Standard User shall have the ability to review all items in the cart, to include quantities, prior to submitting an order. The Standard user shall have the ability to select the default shipping address detailed in the account profile or have the ability to input an alternate address for one-time use. Further, the Standard User shall have the ability to provide notes/comments with the order for the vendor to assist in order processing. The website shall also include a button/field to indicate whether or not partial shipments will be accepted by the Standard User. The vendor shall make every effort to ship complete orders.

Website- Post Order

Upon completion of an order, the Standard User shall receive an email confirmation of the order submission. The email confirmation shall include, but not be limited to, estimated delivery date(s), detailed order information (product list, prices, and totals), shipping location, and a unique order number. The Standard User shall receive delivery email confirmations upon shipment of products.

These delivery confirmations shall include tracking information for the convenience of the Standard User.

A Standard User shall have the ability to retrieve all orders placed within the period of performance of the contract. The order status page shall indicate whether an order remains open & processing, or is fully delivered & closed. Upon retrieving an archived order, the website shall display detailed itemized ordering information.

The website shall offer Standard Users the ability to track orders online by entering order number or delivery number and the delivery zip code.

Upon delivery of an order, the vendor shall submit invoices to the FBI via email to Central_Invoices@fbi.gov. The CO will route the invoice to the appropriate receiving office for confirmation of receipt of goods prior to processing for payment. Partial invoices for partial deliveries will be accepted.

Website- Returns/Exchanges

The vendor shall allow for exchanges within 30-days of FBI’s receipt of the product(s) without a restocking fee. Should the need for a return/exchange be that of the FBI, the FBI shall be responsible for return shipping expenses to the vendor. Should the need for the return/exchange due to fault of the vendor, the vendor shall be responsible for return shipping expenses.

The website shall have the ability to process returns/exchanges through the platform. This will reduce telephonic requests for returns/exchanges. The website shall also have the ability to track returns/exchanges in the ordering process.

In instances where FBI Standard Users are processing multiple, frequent returns/exchanges, the vendor shall immediately notify the CO for potential remedies.

Website- Reporting

The website shall offer Standard Users the ability to generate order history reports for the period of performance of the contract. The Standard User shall have the ability to select the date range for his/her desired reporting. The information required for these reports shall include all information included in the applicable orders/invoices. The Administrative Users shall have the ability to generate order history for all units within the ecosystem. The Administrative Users shall have the ability to create order history reports for all, multiple and/or single Units/Offices. The Administrative Users shall also have the ability to obtain product sales volume reports. In this capacity, the Administrative Users shall be provided reports of the most popular products across all Units/Offices in the ecosystem, as well, as products that have little to no sales volume. The website shall have the ability to provide/display the information contained in the aforementioned reports in Microsoft Excel format.

The website shall provide “employee order reports”. This report shall indicate all products purchased for each subordinate employee profile. The Standard User shall have the ability to retrieve employee order reports for a twenty-four (24) month time period. The Administrative Users shall have the ability to generate employee order reports for all units within the ecosystem.

The Administrative User shall have the ability to create employee order reports for all, multiple and/or single units/offices. The website shall have the ability to provide/display the information in Microsoft Excel format.

Website- Technical & Customer Support

Similar to an online retail website, the vendor shall provide technical support to the FBI. All users shall be able to electronically retrieve usernames and have a means to reset passwords during all times. Vendor is also responsible for providing website technical support via telephone/email between the hours of 9am-5pm eastern time, Monday- Friday.

Vendor shall have dedicated person(nel) for the purpose of customer support in relation to placing orders, order status, returns/exchanges, and corresponding customer service requirements.

Personnel shall be available via telephone/email between the hours of 9am-5pm eastern time, Monday- Friday.

4 Key Personnel

Vendor- Program Manager POC- this individual shall be the primary point of contact for the vendor with respect to implementation and business management throughout the life of the contract.

- Customer Service POC- this individual shall be responsible for assisting and providing order support to customers at the FBI.

- Technical Support POC- this individual shall assist customers at the FBI if there are any technical issues related to ordering from the website, such as login issues or website functionality.

FBI- Contracting Officers- Ryan Dolan & David Yates.

- Technical POC- Benjamin Slizewsi & David Spies

- Contracting Officer’s Representative- Kristina Olivarez

5 Place of Performance

The primary place of performance is virtual through the online ordering website. The following addresses are for mailing purposes only:

FBI- St. Louis Division Attn: Ryan Dolan 2222 Market Street St. Louis, MO 63103

FBI-CIRG

1 Range Road Quantico, VA 22135

6 Period of Performance

The period of performance for the contract shall be twelve (12) months, beginning on the award date. The Government shall have the option to renew the contract for four (4) additional twelve

(12) month option years. The vendor shall establish the website within thirty (30) days of award, to include creation of user profiles, and all other miscellaneous and necessary administrative requirements of this contract.

7 Deliverables

The vendor shall provide bi-monthly (1st & 15th) account balance reports to the Contracting Officer Representative. The account balance report shall provide detailed funding information, not limited to beginning and ending account balances for each unit created within the website by NTP. On these dates, the vendor shall notify the COR & Contracting Officer of any outstanding invoices approaching the 30- day payment requirement.

8 Government Furnished Equipment or Information

The FBI does not intend to provide any equipment for this requirement. The FBI shall provide information to the vendor necessary for the creation of separate logins for individuals assigned user & administrative credentials to the online website.

9 Personnel Availability

The vendor shall have at least one employee available for troubleshooting and ordering assistance from 9am- 5pm eastern time, Monday through Friday. For the Quantico Deliveries, the vendor shall provide at least one employee on site, possibly during weekends, to process any potential returns/exchanges. Under exigent and emergency circumstances, the FBI shall reserve the right to request assistance beyond these core hours.

10 Security Requirements

The website shall be deemed secure to match industry standards for online retail shopping websites. At a minimum, the website shall use 2048-bit SSL with 256-bit encryption security for all traffic completed between the FBI and the vendor. This shall include the URL requirement of “https”, and the “pad lock” in the address bar.

The vendor is required to notify the FBI of any potential breach, hack, data spill, and/or other security incident within twenty-four (24) hours of awareness of such incident. The vendor shall notify both the CO and the COR. The vendor shall implement mitigation strategies to secure FBI information from compromise.

The FBI name, logos, seals, and other intellectual property, including the “RHINO” logo are not to be used in any other manner than for specific use in the website. These intellectual properties and any other images/likenesses associated with the FBI may not be used by the vendor for marketing purposes.

The website shall not include any advertisements, to include those originating from the vendor of the contract. For example, the vendor cannot advertise to a user a 20% discount when shopping via the vendor’s public website. The vendor may provide product recommendations when a user is searching for products or add a particular product to the shopping cart. The recommendations are limited to only those products included in the contract.

The website shall not allow pop-up windows to be produced, unless required for order reports.

The vendor shall not send marketing emails to any user of the website. Only emails related to website operations (username, password retrieval) and purchase related events are approved.

The vendor may not resell or distribute any information provided, created, or inferred from the contractual relationship without the written consent from the CO. All information generated from the contractual relationship, with the exception of awardee name, contract period of performance, and total dollar award, is deemed sensitive.

The website is intended for use solely by the FBI. No one outside of the employees of the vendor and of the FBI shall have access to the website, to include demonstration (“dummy”) logins, without the written consent of the CO.

Should the FBI terminate this contract for convenience and/or default, foregoes executing an option, or the contract ends, the vendor shall provide the FBI with all reporting data previously explained in this document.

11 Government Representatives

The functions inherent to this contract shall be performed by the designated Contracting Officer.

The duly assigned COR shall ensure all actions pertaining to this contract are requested via the Contracting Officer.

11.1 Contracting Officer Representative (COR)

The COR will be identified via letter of COR delegation authority for this contract. The COR is responsible, as applicable, for: receiving all deliverables, inspecting and accepting the supplies or services provided hereunder in accordance with the terms and conditions of this contract;

providing direction to the Contractor which clarifies the contract effort, fills in details or otherwise serves to accomplish the contractual Scope of Work; evaluating performance; and certifying all invoices/vouchers for acceptance of the supplies or services furnished for payment.

The COR does not have the authority to alter or modify the Contractor's obligations, contract terms, conditions, specifications, or cost. If as a result of technical discussions, it is in the Government’s best interest to alter/change contractual obligations or the Scope of Work, the COR shall issues such changes. The COR for this contract is Kristina Olivarez. She can be reached at keolivarez@fbi.gov.

11.2 Contracting Officer

This contract will be administered by:

Ryan Dolan Contracting Officer 502-795-4300 rdolan@fbi.gov

12 Travel and Other Direct Costs

N/A

13 Invoicing Procedures

Invoices shall be submitted to the COR designated for the applicable Task Order. A copy of the invoice shall also be emailed to the Contracting Officer at CENTRAL_INVOICES@FBI.GOV.

A proper invoice shall include the following information:

• Name and address of the Contractor

• Invoice date and invoice number. Invoice numbering should begin at 01 and be consecutively numbered thereafter. (The Contractor should date invoices as close as possible to the date of mailing or transmission.)

• Contract number, Task Order number, contract line item number and, if applicable, an order number

• Description, quantity, unit of measure, unit price and extended price of the items delivered

• Shipping number and date of shipment including the bill of lading number and weight of shipment if shipped Government bill of lading

• Terms of any discount for prompt payment offered

• Name and address of official to whom payment is to be sent

• Name, title, and phone number of person to notify in event of defective invoice

• Electronic Funds Transfer (ETF) banking information

• Contractor’s First/Last Name, Number of Hours, Labor Category, Total number of hours

(items can be in any order), Cumulative Number of Hours to date

• Taxpayer Identification Number (TIN). (The Contractor shall include its TIN on the invoice only if required elsewhere in this Contract)

The Contractor shall include this information on each and every invoice when invoicing for full or partial supplies/services delivered/performed. If an invoice does not contain the above information, the Bureau reserves the right to reject the invoice(s) as IMPROPER and notify the Contractor within seven (7) calendar days after receipt of the invoice at the designated billing office pursuant.

(Resubmission of a PROPER invoice(s) will be required).

Payment will be made by the FBI’s Commercial Payment Unit in accordance with the Prompt Payment Act, FAR clause 52.232-25 (OCT 2003) upon the COR’s (or designee) certification of receipt of services and the CO final authorization for payment.