REQUEST FOR INFORMATION BADGER.pdf

REQUEST FOR INFORMATION

TACTICAL GEAR AND EQUIPMENT

U.S. DEPARTMENT of ENERGY OFFICE of SECURE TRANSPORTATION

1.0 PURPOSE _____________________________________________________________________________ 2

2.0 INTRODUCTION _____________________________________________________________________ 2

3.0 BACKGROUND ____________________________________________ Error! Bookmark not defined.

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14.0 GOVERNMENT FURNISHED EQUIPMENT/INFORMATION [IF APPLICABLE] ___ Error!

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15.0 REQUIREMENTS _________________________________________ Error! Bookmark not defined.

15.1 Contracting and Invoicing ________________________________ Error! Bookmark not defined.

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16.0 DELIVERABLES __________________________________________ Error! Bookmark not defined.

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17.0 INQUIRIES/QUESTIONS __________________________________ Error! Bookmark not defined.

18.0 RESPONSES TO THE RFI _________________________________ Error! Bookmark not defined.

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1.0 PURPOSE

The United States Department of Energy (DOE), National Nuclear Security Administration (NNSA), in support of The Office of Secure Transportation (OST) issuing this Request for Information (RFI) to conduct market research for information and planning purposes to determine the existing market capability of businesses to provide tactical gear through a secure on-line ordering system. The Government intends to award a contract under a separate solicitation; however, this RFI is intended to obtain capabilities, delivery, or other market information for planning purposes. All interested, capable, and responsible vendors are encouraged to submit a response to this RFI.

2.0 INTRODUCTION

The Office of Secure Transportation (OST) has a requirement to purchase tactical gear for newly assigned and existing Federal Agents. Responses to this RFI will be used to identify qualified vendors capable of meeting those requirements. The description below outlines preliminary requirements envisioned for the purchase of new OST tactical gear. The information gathered will be used to formulate final requirements, which will subsequently be posted in a solicitation for competitive bids.

3.0 BACKGROUND

The Operational Requirements Branch (ORB) develops, implements, and manages the Transportation Safeguards System (TSS) specialized protective programs within OST. ORB and Logistics & Property Management Branch (LPMB) provide appropriate tactical and other protective support to all OST Federal Agents and works closely with field offices and other entities to establish a secure environment for Federal Agents. With more than nine (9) specialized roles, OST tactical gear requirements can be unique to each role. In addition, the frequency and volume of requirements can vary significantly dependent on the mission and individual personnel requirements. New employees can arrive throughout the year in groups of 10 to 20. OST units range from 40-80 employees.

This is a non-personal services contract. The Government will not exercise any supervision or control over the contract employees performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

4.0 OBJECTIVE

This RFI seeks to attract Contractors that can leverage existing online ordering technology with a distributor possessing the resources to provide the management and logistical support required to procure tactical gear for the various OST units.

As such, the Contractor would be required to provide a secure online ordering system (“the system”) that would allow ORB & LPMB to make purchases, track shipments, and analyze purchase history in addition to the requirements included below. Additionally, this contract would cover products, services, and logistical support for OST equipment requirements through a secure on-line ordering and management system.

5.0 TECHNICAL REQUIREMENTS

This contract will require the following capabilities and features:

5.1 EQUIPMENT

Attachment 1 provides a list of items that should be initially available during this contract (“Approved Product List”, or “APL”). The minimum acceptable ordering threshold will be $100K in the base year on the first task order over the life of the contract, and the maximum is hereby established at $19 Million over the life of the contract. This list is based on recent purchases of OST from multiple vendors and includes equipment considered to be “core” equipment required for the successful execution of OST protective TSS missions.

Multiple brands/models of similar items are included to meet availability requirements and the needs/requirements of various participating sections. The APL will be provided by the OST to the awardee (“Contractor”) prior to the system going live.

Given the dynamic nature of OST missions and requirements, the list provided in the APL is not all-encompassing. This contract will provide the capacity for flexibility in the specific equipment items provided through established periodic reviews, no less frequently than four (4) per year, conducted by a Review Board consisting of designated ORB & LPMB personnel and the Contractor. The Government may, at any time during the terms of this contract or any extension thereof, modify the contract to acquire products similar to those under the basic contract. This action is to be considered within the scope of the contract.

The Contractor will be required to monitor the marketplace and actions of equipment suppliers and manufacturers to determine whether new equipment capabilities/technologies will provide increased benefit to OST Federal Agents. During the life of this contract and any extension thereof, the Contractor will regularly meet with designated ORB & LPMB personnel to identify Technological Refreshment Substitutions. The Government may, at any time during the terms of this contract or any extension thereof, modify the contract to acquire products identified in this manner. This action is to be considered within the scope of the contract.

The preference for all products is to be TAA compliant however, we are aware that certain products and its similar substitutes might only be available from a non-TAA country of origin. Review FAR Subpart

25.4 – Trade Agreements and FAR Clause 52.225-5 for compliance.

Should an item desired by the Government not be available, any and all proposed solutions must be approved by the Contracting Officer Representative (COR) prior to execution.

6.0 ORDER MANAGEMENT

The Contractor shall have a proven, on-line automated order management computer system. This system should be based on (and like) the consumer-mainstream “shopping cart” interface common among on-line retailers such as Amazon.com, Target.com, and HomeDepot.com in that, it should have an interface providing for the search of products, the filtering of displayed products, order tracking, account maintenance (including order history and status) and purchasing analytics.

The Contractor shall provide OST with a vanity URL for the internet address of the website. For example, "Badger.vendorabc.com", "Badger.vendor.com", "ostbadger.com". The specific URL will be coordinated by the Contracting Officer with the vendor upon award of the contract.

The system must be large enough to handle a minimum of 4 Super User accounts will order, assign, track, and cost tactical gear and equipment for 415 Federal Agents to include shipping to four (4) different ship-to addresses. Account information shall include job classifications, corresponding approved viewable items, corresponding approved actions (purchase for others, wish list items, flag items, etc.), shipping information, order history, corresponding apparel/equipment sizes, and purchasing history. The system shall be accessible twenty-four (24) hours per day, seven (7) days per week, excluding maintenance scheduled no less than forty-eight (48) hours in advance (except in exigent situations). Scheduled maintenance periods must be communicated to the COR and clearly displayed for users within the system.

The system shall provide 8 Reviewer accounts. The Reviewer accounts will be capable of viewing job classification, approved viewable items, wish list items, flagged items, shipping information, order history, corresponding apparel/equipment sizes, and purchasing history for users using corresponding sizing information. This capability provides for designated personnel (CORs) to purchase equipment for their specific programs/personnel in a centralized manner.

The system shall provide the capability to “batch purchase” items for multiple users using corresponding sizing information (i.e., “purchase one uniform top for each of these twenty-four persons”) in a “one-click” fashion.

The system shall allow purchases to be “mapped” to specific users, such that in the above example, each recipient of an item has said item in their assignment history including the date said item was ordered. This will allow for life cycle and refreshment monitoring for each end user.

The ordering system shall provide order history and user activity to satisfy OST reporting requirements. This shall include, at a minimum, quarterly and end-of-fiscal-year reports summarizing all purchase activities of each user but should also provide for said activity for the life of the system (i.e., provide a “Quarterly Report”, an “Annual Report” and allow the entire user’s history to be reviewed). It shall also include the capability to view all purchased items “mapped” to a specific user over the life of the system.

The system shall provide the capability to build template “kits” containing an identified set of base items. The system will provide the capability to purchase a designated “kit” for a user using the user’s corresponding sizes. Bulk purchasing (“batch purchasing”) of kits for multiple users in a “one-click” fashion shall be provided by the system.

The system shall provide automated e-mails of detailed order summaries that shall include estimated shipping/delivery dates and tracking/history information. Also, the system shall provide automated e-mail notification to changes in availability and be able to update shipping information, as necessary.

7.0 SHIPPING

The Contractor shall ship the items to various locations throughout the US.

All shipments shall be packed in accordance with commercial standards to ensure the goods arrive undamaged. See Section 11.0 for delivery addresses.

8.0 QUALITY

a. The Prime and Sub-Contractor(s) shall be ISO9000 certified.

b. The Contractor’s quality management system shall ensure product conformation to contractual requirements.

c. The Contractor shall make available all quality management documentation for the Government to review upon request.

d. The Contractor's plan for the quality management system shall address the following elements:

e. Management Responsibility. Procedures to define, document, and implement a policy for quality.

f. Quality System. Procedures to establish, document, and maintain a quality system, which includes a quality manual, system procedures, and quality planning.

g. Contract Review. Procedures to establish and maintain documented procedures for contract review.

h. Purchasing. Procedures to establish and maintain documented procedures for purchasing product.

i. Control of Non-Conforming Product. Procedures to establish and maintain documented procedures to ensure that product that does not conform to specified requirements is prevented from unintended use or installation.

j. Corrective and Preventive Action. Procedures to establish and maintain documented procedures for implementing corrective action in the handling of Government complaints, product non-conformities, and the application of controls to ensure corrective action is taken and that it is effective. Preventive action procedures will detect, analyze, and eliminate potential causes of non-conformities.

k. Handling, Storage, Packaging, Preservation and Delivery. Procedures to establish and maintain documented procedures to prevent damage or deterioration of product.

l. Control of Quality Records. Procedures to establish and maintain documented procedures for identification, collection, indexing, access, filing, storage, maintenance, and disposition of quality records. Quality records shall be maintained to demonstrate conformance to specified requirements and the effective operation of the quality system.

m. Internal Quality Audits. Procedures to establish and maintain documented procedures for planning and implementing internal quality audits to verify whether quality activities and related results comply with planned arrangements and to determine the effectiveness of the quality system.

n. Training. Procedures to establish and maintain documented procedures for identifying training needs and provide for the training of all Contractor personnel performing activities affecting quality. Appropriate records of training shall be maintained.

9.0 SUPPLIER MANAGEMENT

The Contractor shall maintain supplier Performance Assessment Report (PAR) for all items supplied through this contract. Minimum information shall include the contractor/sub-contractor’s name, contract/purchase order number, description of performance (positive or negative), detailed information (on-time delivery and quality issues discovered upon delivery), performance correction plan/response, and signature blocks. These PARs shall be provided to the Government when it comes to fruition.

Should any Supplier’s performance negatively impact the Contractor’s ability to perform on the contract, these PARs will be used by the Government to support Contractor Performance Assessment Reporting System (CPARS) rating(s) and determine the Supplier’s ability to remain on the designated equipment list.

The Contractor shall have a Supplier-facing management interface of its online order management system. This interface shall allow suppliers to view their expected upcoming orders, due dates on current orders, performance scorecard, and payment history.

9.1 Security Requirements

The secure on-line ordering system must be maintained with industry-standard digital and physical security protocols to include unique user account passwords. The system website shall utilize, at a minimum, 2048-bit SSL with 256-bit encryption for all communication traffic to include utilizing “https” in the URL of the system and having compatible web browsers display the “padlock” symbol indicating that industry-standard security is enabled.

Any and all user account information must be stored in an industry-standard encrypted format. The Contractor shall implement mitigation strategies as necessary to prevent the theft or spillage of OST data to include any and all user account information.

The Contractor is required to notify the CO and designated OST representatives of any potential breach, hack, or data spill within 24-hours of becoming aware of the incident.

The system must provide industry-standard security for information transmitted across the internet.

10.0 Period of Performance / Delivery

Consistent with manufacturer’s standard warranty. Delivery of the on-line ordering system is required as soon as possible not to exceed 90 (ninety) days from the fully executed delivery order. If delivery is beyond 90 days, please coordinate with both the CO and COR for approval.

11.0 Place of Performance / Delivery

The primary place of performance for this contract is the on-line ordering system.

Delivery is required within 90 days of the fully executed delivery order. If delivery is beyond 90 days, please coordinate with both the CO and COR for approval. Delivery will be considered to have been made when the on-line ordering system goes “live” and satisfies the requirements laid out throughout this document:

The below are the four (4) delivery addresses provided:

OST Logistics Support Site ATTN: Federal Agent Equipment Manager 11408 Roberts BLVD Fort Smith, AR 72916

US Department of Energy/NNSA ATTN: Jennifer Moore Office of Secure Transportation 24600 20th Street SE, KAFB Albuquerque, NM 87117

US Department of Energy/NNSA ATTN: Kevin Sawyer 806-477-3014 AOCC/Pantex Site Highway 60 @ FM 2373, Bldg. 16-34 Amarillo, TX 79120

US Department of Energy/NNSA ATTN: Darrell Bohman 865-535-0337

AOEC Facility 9714 Flannigan Loop Rd.

Oak Ridge, TN 37830

12.0 Acquisition Strategy

A contract is not being solicited nor awarded from this announcement; however, in the event that the Government proceeds toward a solicitation/award, the contract type will be structured as a Firm Fixed- Price (FFP), single award, Indefinite Delivery/Indefinite Quantity (IDIQ) contract. Responses may include potential firm fixed-price CLIN structures for use in a possible RFP.

13.0 Definitions

CO - Contracting Officer COR - Contracting Officer Representative DOE – Department of Energy OST – Office of Secure Transportation TSS – Transportation Safeguards System ORB – Operational Requirements Branch LPMB – Logistics & Property Management Branch TAA – Trage Agreement Act

14.0 Government Furnished Equipment/Information [If Applicable]

Attachment 1: Equipment to be Initially Available Through This Contract (Approved Product List)

A publicly available URL to be utilized by the online ordering system.

The COR shall provide information to the Contractor for the creation of the system’s initial user accounts and subsequent accounts designated as possessing “budgetary authority” (described herein).

15.0 REQUIREMENTS

In addition to the requirements laid out above:

15.1 Contracting and Invoicing

The “TBD” will be funded in part throughout the fiscal year in conjunction with funding availability to OST with an initial minimum funding of $100K on the first call order in the base year of operation only and will fulfill the minimum order of this IDIQ over the 5-year period.

Invoices shall be submitted within VIPERS. The call order will have one (1), Contract Line-Item Number (CLIN) for the total amount of the call to include shipping (not a separate line item), and the printout of the order will be an attachment for inspection and acceptance purposes and will be part of the call order.

The Contractor will attach the printout when submitting the invoice in VIPERS.

Proper invoice is IAW the DOE-G-2005 Billing Instructions within each call order and the terms and conditions of the IDIQ Contract and shall be submitted after the Government’s inspection and acceptance.

Partial invoicing is authorized per call order (due to back-order issues).

15.2 Online Ordering System

A dedicated, on-line web site designed for the exclusive use of OST shall be launched and maintained by the Contractor. This web site shall include the following capabilities:

User Accounts, there shall be the following user account designations:

“Super User”

a. Maintain/Create/Modify a list of Regular Users (group list) for which they can:

b. Manage user accounts (adjust sizing information, shipping information, viewable product lists, etc.) to include adding Regular Users to their list;

c. Import user account information (sizes, shipping address, etc.) from a spreadsheet or similar file format into multiple new and/or existing user accounts;

d. View wish lists and shopping carts shared with other “super-users”;

e. Build wish lists and shopping carts that contain products mapped to multiple user accounts within their group list;

f. “Batch build” items for a selected group of users using corresponding user account sizes and mapping each item to the corresponding intended recipient (i.e., add one shirt of the correct size to the shopping cart for each designated user, or add one “kit” containing a group of items i.e., one shirt, one pant, and footwear to the shopping cart for each designated user);

This feature is intended to provide units/programs/offices with the ability to designate personnel to manage equipment ordering for a selected group (team, squad, program, office, etc.).

“Reviewer”

a. View/Modify a list of Regular Users (group list) for which they can:

b. View user accounts (adjust sizing information, shipping information, viewable product lists, etc.) to include adding Regular Users to their list.

c. View and modify user account information (sizes, shipping address, etc.) from a spreadsheet or similar file format into multiple new and/or existing user accounts.

d. View wish lists and shopping carts shared by “super-users”.

e. View and build wish lists and shopping carts that contain products mapped to multiple user accounts within their group list.

“Regular User”

a. View an approved product list according to their profile.

b. Build a “wish lists” and shopping cart that they can share with the “Reviewer” or “Super User”. This feature is intended to allow the “Regular User” the ability to request items for purchase/assignment.

c. “Regular Users” should be able to view the order/status/history for purchases made that are mapped to their account (a feature described herein).

Online ordering with shopping cart functionality:

a. Ability to select from the four (4) “ship complete” or “ship as available” based on the projected delivery location(s) of each item in the cart.

b. Ability to tailor products viewable by a specific user account based on a multi-property field within said account.

c. Track the lifecycle of items mapped to a user account when purchased and provide reporting on items nearing the end of their lifecycle (6 months or 25%, whichever is less) and needing to be replaced.

d. Provide for the merging capability of multiple shopping carts, in whole or in part, in a manner where information on the original shopping cart and associated user account is maintained and displayed;

e. Shopping carts must maintain shipping destinations for each item and provide for a single shopping cart to execute purchases for items with multiple destinations;

f. Shopping carts must provide the capability to review and modify quantities and shipping destinations, add and remove products, and provide capabilities consistent with industry standard online shopping interfaces.

g. Upon completion/execution of the call order, the user shall be able to download the order in Microsoft Excel or Adobe PDF format.

h. Upon completion/execution of the call order, the user shall receive an email confirmation of the order that shall include a unique order number, vendor information with customer service contact information, shipping information, funding source, and subsequent listing of items ordered to include quantity, color, description, price, and estimated shipping/delivery date.

i. The system shall provide updated order detail emails when the status of one or more items changes (backorder, shipped, new estimated delivery date, delivered, etc.) New products and technologies may become available in the marketplace that offer significant advantages to the Government in terms of economy, efficiency, quality, and mission effectiveness. It is in the Government's interest to take advantage of such technology.

j. Provide product information including photos, descriptions, manufacturer-provided sizing charts, size scales, care instructions, lifecycle length, and warranty information. Note: any interface/page providing a listing of an item shall include, at a minimum, the product name, manufacturer, pricing, and availability.

k. Every item shall be viewable on an individual product page that must display the following information:

i. Product Name

ii. Manufacturer

iii. Manufacturer’s Product Code

iv. SKU Code

v. Available Size(s)

vi. Available Color(s)

vii. Availability of selected Size/Color combination

viii. Estimated Delivery Lead Time

ix. Country of Origin – In Accordance With (IAW) the approved parts list. Price

x. Picture(s)

xi. Product Description

xii. Product Technical Specifications and Documents

xiii. Ability to select quantity and add to shopping cart.

l. Products should be organized within the system by product category and sub-category as provided by OST via the APL. In addition to industry standard system-wide searching and filtering capabilities, the system shall provide for said capabilities within each category/sub-category.

m. Provide shipment tracking through links with shipper web sites.

n. Provide reporting capabilities that include:

i. Order history for user accounts;

ii. Summary of orders mapped to a user;

iii. Account balance;

iv. Lifecycle items nearing the end of their lifecycle within the next configurable time-period (quarter, six months, one year, etc.)

o. Automated email confirmations of order receipts and order shipments.

p. Communication abilities including online customer comment cards, surveys, messaging between users, product comments/reviews, product fitting comments/reviews, and a news bulletin board.

15.3 Customer Service

The Contractor shall maintain a customer service call center that can process returns, assist with fittings, and is empowered to resolve customer problems.

a. The Customer Service Representatives (CSRs) should be trained and experienced in working with government contracts.

b. A Lead CSR (LCSR) shall be designated as the OST program customer service expert.

c. Customers shall be able to contact CSRs via toll-free phone numbers, toll-free fax lines, email, and the on-line ordering system.

Fitting assistance shall be provided by the Contractor to OST. Size tables and scales, garment dimension charts, and fitting comments for each applicable product shall be available in the on-line ordering system. Contractor shall be available for one-on-one services by phone.

Returns shall be administratively handled by the on-line ordering system twenty-four hours per day, seven days per week. Returns may be made subject to the product warranty. Every shipment shall contain return instructions. The Contractor shall process returns in a timely manner and shall provide process tracking and feedback capability.

Shipping costs and charges to return products shall be the responsibility of OST unless the return is due to the fault of the vendor. The vendor will assume all responsibility for said charges in the event of an exchange to send the exchanged-for product to the user.

16.0 Deliverables

16.1 Deliverables

The Contractor shall provide Quarterly Status Reports (QSRs) to the COR. The reports shall be provided electronically in a digital format compatible with Microsoft Office. The QSRs shall address all activity under the contract through the last day of the previous quarter and contain the following information:

Demand Year to Date Summary.

Current to date or range of dates (upon request) to show total quantity and unit costs of all itemized products purchased within the timeline requested. This data will be used for budgetary forecasting.

Specific action requested of the Government to assist in the resolution of a problem or to affect the timely progression of the contract;

16.2 Documentation Ownership

All data provided to the Contractor by the government, generated by the government (i.e., purchase histories, browsing histories, personnel lists, shipping addresses, etc.) and/or developed by the Contractor for the government shall be treated as CUI//SP-SSEL information. All such data, precluding non-individual-specific data generated solely to introduce software features to the online system (i.e., “software programming code”), shall be considered to belong to the Government and upon termination or completion of the contract the disposition of such data shall be determined by the Government and at the cost of the Contractor.

17.0 INQUIRIES/QUESTIONS

All questions regarding this RFI must be submitted, in writing to Contracting Officer Brenda Hamilton at brenda.hamilton1@nnsa.doe.gov Questions will be addressed within a reasonable amount of time, generally no more than 48 hours after receipt.

18.0 RESPONSES TO THE RFI

THIS NOTICE IS FOR PLANNING PURPOSES ONLY, and does not constitute an Invitation for Bids, a Request for Proposals, a Solicitation, a Request for Quotes, or an indication the Government will contract for the items contained in this announcement. This request is not to be construed as a commitment on the part of the Government to award a contract, nor does the Government intend to pay for any information submitted because of this request. The Government will not reimburse respondents for any cost associated with submission of the information being requested or reimburse expenses incurred to interested parties for responses to this announcement.

DISCLAIMER: This RFI is issued solely for information and planning purposes and does not constitute a solicitation. In accordance with FAR 15.202(a), responses to this notice are not an offer and cannot be accepted by the Government to form a binding contract.

Responders are solely responsible for all expenses associated with responding to this RFI. All information received in response to this RFI marked proprietary will be handled accordingly. Responses to this RFI will not be returned. Respondents will not be notified of the result of the review.

18.1 Response Format

Vendors that wish to respond to this RFI shall provide the following information: (1) A summary of the responder’s ideas and suggested improvements being offered in response to this RFI; (2) A statement indicating an interest and the capability to provide the services as described; (3) A technical approach to perform the required services described above.

Vendor response should not exceed fifteen (15) pages with a 12 Point Font (cover pages are not included in the page count) and shall be submitted in a PDF file type. The format for the RFI responses is described below:

The COVER PAGE shall contain (1) Company name, (2) Primary Point of Contact to include any technical and/or administrative contacts, (3) Phone number and Email Address for each contact, (4) Cage Code and SAM UEI Number, (5) Primary NAICS Code, (6) Business Size; e.g. Large or Small (responses shall also include any socio-economic small business size standard; e.g., 8(a), HUBZONE, WOSB, Veteran Owned, Small Disadvantaged Business, Service-Disabled Veteran Owned, etc.), and (7) If applicable, GSA Supply Schedule (FSS) Contract Number.

18.2 Response Content

All vendors with an appropriate product or products are invited to submit a Capability Statement and contact information. The Capability Statement should discuss the services’ capabilities as they relate to the potential requirements. Vendors with a GSA schedule should provide the contract number, schedule, and SIN if able to provide the products and services on schedule.

18.3 Response Deadline and Submission Location

Responses to this RFI must be received no later than 6 Jun 2025 @ 2:00 PM (Mountain Daylight Time).

Response should be submitted by email to Brenda Hamilton, Contracting Officer, Brenda.Hamilton1@nnsa.doe.gov

NOTE: Responses to this announcement will not be returned, nor will there be any ensuing discussions or debriefings of any responses. However, information obtained because of this announcement may be reflected in the subsequent solicitation, and the Government may contact one (1) or more respondents for clarifications to enhance the Government’s understanding. This announcement is Government market research and may result in revisions in both its requirements and its acquisition strategy based on industry responses.