RFI_FEMA Security Enterprise Services and National Maintenance_FINAL.docx

REQUEST FOR INFORMATION (RFI) SUMMARY: The Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA), Office of the Chief Security Officer (OCSO) has a requirement for the following services.

1. FEMA intends to issue a short term 2-year competitive GSA/Blanket Purchase Agreement (BPA) or other contract vehicle (if determined in the best interest of the Government) for security technology equipment installations (comprehensive installation), maintenance (preventative, warranty specific and break-fix management), decommission, testing, material reutilization, and lifecycle management work for all applicable FEMA facilities called the Security Enterprise Services and National Maintenance Acquisition. This work includes the following type of systems but is a non-inclusive list:

a. Intrusion Detection Systems (vendors and/or materials authorized and specified by government)

b. Physical Access Control Systems (vendors and/or materials authorized and specified by government)

c. Video Surveillance Systems (vendors and/or materials authorized and specified by government)

d. Key Tracking Systems (vendors and/or materials authorized and specified by government)

e. Locksmithing services (vendors and/or materials authorized and specified by government)

f. Biometrics system management (vendors and/or materials authorized and specified by government)

g. Other or inclusive security systems designed for access control, security target hardening, force protection items such as detection and deterrent devices (e.g., magnetometers or screening devices), ballistic capabilities, barriers, perimeter access control systems (e.g., fencing), mobile or wireless capabilities to austere environments, supportive of federal facility physical security/IT cybersecurity compliance items such as national security spaces, or otherwise noted.

2. FEMA is seeking short-term business model solutions that will provide comprehensive installation and maintenance support to both modern and characteristically end-of-life or legacy equipment with firm fixed pricing prior to potential revision of the agency’s business model and other strategic approach to procure long-term services. Please note that all provided or procured electronic security hardware, software and other technology solutions are subject to pre-approval by FEMA’s OCSO and Office of Chief Information Officer (OCIO) for Technology Reference Module (TRM) approval processes to ensure necessary FEMA Network System compliance mandates are enforced when integrated or programmed into the FEMA environment. A category management contracting solution such as GSA/FSS is preferred. Interested vendors shall address pricing solutions and the customary market practices for billing for the subject services. Vendors should also address their ability to provide leased equipment and parts.

3. This requirement includes short-term (up to 2-years) of program management, project management, dedicated technical support (e.g., technicians and system administration), and account management personnel for Enterprise level logistics and nationwide support inclusive of U.S territories or OCONUS asset environments. This includes all reporting, measurable metrics for performance, standard operating procedures (SOPs) for installation processes, project management reporting and coordination, agile strategies, and other duties assigned as key supporting personnel to the BPA or contract terms and conditions, and installation efficacy and continual performance in high-availability environments. Key personnel are subject to national security requirements and specified clearance levels in forthcoming scope of work. The Government anticipates a period of performance or ordering period of up to 2-years.

4. This requirement includes systems specific training for contract key support personnel, technical and security federal personnel on all system aspects installed and maintained for FEMA’s security operations on an as needed basis.

5. This requirement includes short-term systems software support capabilities for all programming, software licensing, integrations, and necessary IT components to ensure installed systems are functional and performing to their high-availability requirements. (vendors and/or materials authorized and specified by government).

6. This requirement includes inventory management plan for on-hand materials to support FEMA facility installations for the duration of the BPA or contract. Ensuring a logical percentage of on-hand equipment is readily available for FEMA support given the tempo of disaster operations. Threshold management plan specific reporting will be required from June 1 – November 30 (disaster operations are significantly increased during this timeframe) each year, and the government may ask for increased reporting of these thresholds throughout the duration of the contract based on the needs of the government.

7. This requirement includes other coordination, logistics and support to ensure full systems high-availability and capability to all FEMA facilities (where applicable) which support security infrastructure in both temporary facility and fixed facility environments and with an emphasis on disaster environments needing fast turnaround for installation.

Tentative timelines for disaster related installations are as follows:

· Intrusion Detection System (IDS) – 10-15 days post award

· Physical Access Control System (PACS) – 30-60 days post award

· Video Surveillance System (VSS) – 90-120 days post award

· Key Tracking – 30-60 days post award

· Other solutions or support software and systems should plan on 30-day turnaround maximum, unless agreed upon in coordination due to market impacts, e.g., manufacturing

Tentative timelines for fixed facility related installations are as follows:

· IDS – 30 days post award

· PACS – 60 days post award

· VSS – 90 days post award

· Key Tracking – 60 days post award

· Other solutions or support software and systems should plan on 45-day turnaround maximum, unless agreed upon in coordination due to market impacts, e.g., manufacturing.

8. This requirement includes program consulting and support from sales teams and industry experts to ensure FEMA security systems are capable to protect against known and projected threats, and support with wide-spread industry liaisons for innovative lifecycle management of security technologies and security infrastructure.

9. This requirement includes comprehensive support for all FEMA end of life or legacy security system equipment to ensure serviceable capability remains intact at FEMA while in a low resource state.

GENERAL INFORMATION: This RFI is issued solely for information gathering purposes to identify capable sources that can provide support for the FEMA, OCSO. In accordance with the Federal Acquisition Regulation, RFIs may be used when the Government wants to obtain price, delivery, other market information, and capabilities for planning purposes. Responses to these RFIs are not offers and cannot be accepted by the Government to form a binding contract. This RFI shall not be construed as a commitment by the Government for any purpose, nor does it restrict the Government to an ultimate acquisition approach. Respondents are solely responsible for all expenses associated with their RFI response. Respondents will not receive additional information in response to their submittal to the RFI and will not be notified of the resulting market research.

PROPRIETARY INFORMATION AND DISCLAIMERS: Respondents shall identify any proprietary information in its RFI response. Information submitted in response to this RFI will be used at the discretion of the Government. Further, the information submitted will remain confidential insofar as permitted by law, including the Freedom of Information and Privacy Acts. FEMA reserves the right to utilize any non-proprietary technical information in a possible future performance work statement (PWS) or solicitation. Although it is not necessary to address in their response, respondents shall be aware of any potential, actual, or perceived organizational conflicts of interests. Any real or potential conflicts must be sufficiently mitigated prior to a contract award. For further guidance, refer to the FAR, Part 9.5.

North American Industry Classification System (NAICS) CODE: The principal nature of the requirements is consistent with services performed by industries in the 561621 Security Systems Services NAICS with a business size standard of $8M.

PRODUCT SERVICE CODE (PSC): N063

ANTICIPATED PERIOD OF PERFORMANCE START DATE: JULY 2025.

ANTICIPATED ACQUISITION STRATEGY: Competitive action using a pre-positioned contract vehicle. A category management solution such as GSA/FSS or any DHS strategic source is preferred. Exact strategy is TBD. Open market solutions will be considered.

ATTACHMENT: Performance Work Statement (Attachment 1) and Inventory catalogue (Attachment 2).

RFI RESPONSE SUBMITTAL INSTRUCTIONS:

Interested contractors shall submit their RFI responses electronically to Matthew Raible, Contracting Officer, at matthew.raible@fema.dhs.gov no later than 1:00PM (local time of issuing Office) on March 17, 2025.

“RFI Response for FEMA OCSO Security Enterprise Services and National Maintenance Acquisition Recompete” shall be in the subject line of your e-mail. All responses shall be unclassified, with proprietary information clearly marked. The single file document format shall be in Adobe Acrobat (.pdf) format. Pages shall be 8.5 inches by 11 inches and shall use Times New Roman that is no smaller than a standard 12-point font type in Times New Roman, with the exception of charts, graphs, or tables, which shall use a pitch not smaller than 10-point font. Responses shall not exceed eleven (11) pages in length including images, data displays, charts, graphs, and tables. This limit does not include the cover page, which is limited to not more than one page. Do not include promotional materials.

RFI Responses shall include the following information in the order below:

A. Cover Page with the following information (no more than one page in length):

1. Company Name

2. Company Address

3. Unique Entity Identifier (UEI) Number

4. Company Point of Contact - Name, Title, Phone, and Email address

5. The Contractor shall self-certify its Small Business size status in accordance with the size standard in effect at the time of this RFI that corresponds to the NAICS code assigned above. Contractors shall define their business size based on the NAICS code assigned above such as the following:

· Small Business (SB)

· Small Disadvantaged Business (SDB)

· 8(a) Small Business Concern.

· Service-Disabled Veteran Owned Small Business (SDVOSB)

· Women Owned Small Business (WOSB)

· Historically Underutilized Business Zone (HUBZone)

6. Federal Pre-Positioned contract vehicles, such as General Services Administration (GSA) Multiple Award Schedule (MAS) and/or DHS Strategic Sourcing Vehicles. Contractors must provide GSA Schedule Number, Contract Number, and Period of Performance and/or DHS Strategic Sourcing Vehicle Category Name and Contract Number, if applicable.

B. Contractor Capability Statement (no more than two pages in length):

1. Summarization of similar scoped or relevant projects showing capabilities in; Electronic Security Systems as outlined for IDS, PACS, VSS, Key Tracking, locksmithing, biometrics, and other security technology systems as well as national security related physical security assets as described in the PWS.

a. Please include a response to whether your organization held any award before that did 25-40 projects each year, worth a total average of $5M per year?

2. Summarization of past performance in PWS subject areas of: (1) Long term capable security technology equipment installations, maintenance (preventative, warranty specific and issue management), decommission, testing, material reutilization, and lifecycle management work; (2) Long-term program & project management, technical support and account management personnel for Enterprise level logistics, reporting, management and coordination and other duties assigned as key supporting personnel for high-availability security environments.; (3) Long-term successive training for all contract key support personnel and technical and security federal personnel on all system aspects installed and maintained for security operations.; (4) Long-term Systems software support capabilities for all programming, software licensing, integrations, and necessary IT components to ensure installed systems are functional and performing to their high-availability requirements. (5) Inventory management planning; (6) Other coordination, logistics and support to ensure full systems high-availability and capability to federal facilities which support security infrastructure in either or both temporary and fixed facility environments; (7) Program consulting and support from sales teams and industry experts to ensure federal security system management teams are capable to protect against known and projected threats, and support with wide-spread industry liaisons for innovative lifecycle management of security technologies and security infrastructure

C. Contractor RFI Responses to questions (no more than nine pages in length):

The responses received will assist FEMA with identifying the number and nature of the entities which consider themselves potential technical solution providers. Each respondent, by submitting a response, agrees that any cost incurred in response to this RFI, or in support of activities associated with this RFI, shall be the sole responsibility of the respondent. FEMA shall incur no obligations or liabilities whatsoever, to anyone, for any costs or expenses incurred by the respondent in responding to this RFI.

RFI QUESTIONS:

1. Describe the relevant corporate experience that your organization has in the provision, installation and integration of comprehensive electronic security systems to include but not limited to Intrusion Detection, Physical Access Control, Video Surveillance systems, as well as Key Tracking systems, Locksmithing services, security systems System Administration technical personnel support, Electronic Security Technical personnel support, and any national security compliant electronic security systems and installation services at the Federal Enterprise service level for multiple, geographically dispersed facilities?

a. Please limit this to no more than 5 examples.

2. Has your organization managed 30 or more concurrent security installation projects of varying complexity with sufficient key personnel support to stakeholders and logistics chains to meet all project requirements and timelines? (Yes/No)

a. Please provide a summary of projects with varying complexity (no more than 2 paragraphs each, 5 simultaneous projects as the sample data) and period of performance start and end dates.

3. Describe how your organization’s logistics and project management operation will support several simultaneous new project installations to include all project management steps, e.g., comprehensive project coordination, pre-delivery actions such as project site walks/quoting, customer coordination, post-award actions such as material ordering/delivery and scheduling technician installations, to arrivals and installation start at various geographic locations utilizing the tentative timelines provided above per system once a new project award is received.

a. Please summarize the project management strategy and briefly describe any relevant project(s) with equitable scope as a sample.

b. Please include examples of metrics used for projects deliverables, cost, scopes, percentage of completion based on industry standards for agile project management.

4. Please describe your organization’s experience with preventative and ongoing maintenance support to federal clients in the last 10 years.

a. Please specify the periodicity in which these preventative maintenance support capabilities were delivered, e.g., quarterly PMs, Annual, or another periodicity.

b. Please specify your capability to provide comprehensive maintenance through warranty management of manufactured materials and where applicable software services, and any extended maintenance capabilities for customers with limited resources.

c. Please specify your capability to provide lifecycle repair or replacements to legacy (aging) technology or technology which has reached the technical end of its serviceable period over a period of 10 years and how you were able to support post its serviceable dates. This includes the legacy equipment provided in attachment 2.

d. Provide examples of replacements strategies and methods of tracking lifecycle requirements according to industry best practices.

e. Please use relevant examples or support projected capabilities if not performed but limit to 2 correlating examples only.

5. Demonstrate how your organization can provide the necessary key support personnel and/or subject matter experts who have the necessary years of relevant professional experience per industry standard of professional categories to meet the PWS requirements for the following labor categories:

a. Account Manager (1)

b. Senior Program Manager (2)

c. Novice Program Manager (1)

d. Senior Project Manager (3)

e. Novice Project Manager (1)

f. Senior Electronic Security Technicians (5)

g. Novice Electronic Security Technicians (15)

h. On-Call technicians with comprehensive security systems familiarity

i. Skilled support personnel, such as but not limited to; Electricians, Locksmiths; CAD specialists and other construction-based trades for electronic security installations and maintenance?

j. Sales/Industry professionals (Senior)

6. Describe the emergency management work your organization has done as a prime contractor or subcontractor with a federal, state, local, tribal Government or commercial customer in the last 5 years. Please provide a list of the customers and contract/order numbers.

7. Describe how your organization intends to collaborate with wide-spread and localized small businesses to enable delivery of FEMA’s listed requirements, ensuring quality delivery (quality assurance) through contract performance areas.

8. Describe your capacity (if any) to provide leased electronic security equipment and/or the ability to gain the capacity to provide leased equipment within the next 2-years.

9. Describe how you price and bill for order level materials for electronic security system equipment and parts.

10. Does your firm have an active Facility Clearance? Do you have personnel with an active TS CLEARANCE?

NOTE FEMA WILL NOT SPONSOR A TS CLEARANCE APPROVAL AND THE CONTRACTOR AND ITS PERSONNEL ARE EXPECTED TO HAVE A CLEARANCE ON DAY 1 OF THE CONTRACT WHEN AWARDED