P01 SOW Police Training Simulator.docx

FUNCTIONAL/PERFORMANCE/SPECIFICATION

Description & Salient Characteristics: The Fargo VA Health Care System is requesting Qty 1 Portable Weapons Training Simulator System for the Police Department.

Firm-fixed pricing Brand name or equal to: VirTra- Virtual Interactive Coursework and Training Academy The Fargo VA reserves the right to request a demonstration in person at no cost to the government.

Salient Characteristics:

*manufacture dates shall be within 1 year of award date.

1.) Physical Specifications:

a. Mobile ready

b. Quick Setup

c. Compact case with integrated components

d. Laptop-based instructor station with case for easy transport

e. Weight, 100lbs maximum 2.) Computer System/IT:

a. Windows Professional Operating platform (Windows 10 or newer)

b. Training software updated for life of system

c. Supports data encryption

d. System must be fully operational/standalone without internet connection

e. Wireless devices must be FIPS 140-2 certified

f. User authentication with “Strong Password” protection capability

g. Graphic interface with 4K resolution technology with photorealistic graphics 3.) Projection System:

a. 1920 x 1080 resolution or better

b. 2800 + lumens or better

c. 25lbs maximum

d. 12’ projection screen with travel case & complete wiring harness 4.) Sound System:

a. Rack-mounted speaker system 5.) Operational Specifications:

a. Self-Calibrating under any lighting conditions

b. Sig Sauer P 320 X Full and X Carry, or replica weapon simulators with ability to expand to other weapons types ie; AR platform, shotgun platform, or carbine platform

c. Flashlights with IR Lens

d. Support individual marksmanship training, to include a gun range design that can support training of minimum two (2) trainees and up to 4 (four)

e. Minimum library of 100 scenarios with the ability to expand or upgrade for video courseware. Must include scenarios on:

i. Mental illness

ii. De-Escalation

iii. Use of Force

iv. Skill Drills

v. Low light

f. Primary focus: close quarters, person-on-person engagement

g. Expandable to multiple shooters – minimum 2

h. Ability to show officer response during training sessions

i. Ability to create custom scenarios

j. Ability to branch off to other scenarios based on the instructor, trainee or teams decisions.

k. Simulate hits to officer through vest or other non-lethal forms of force to include: OC spray canister, baton branching

l. Installation and implementation by manufacturer certified technician

m. Must be a nationally-certified de-escalation training curriculum

n. Vendor to provide on-site customer/operator training

i. Training schedule to be determined after award

1. May include evening hours 6.) Maintenance and warranty

a. Minimum one year parts and labor

b. Current instruction manual digital or hard copy.

i. If hardcopy, qty of 2 ea

c. Minimum 1 year technical and maintenance support

The following are the decision factors:

1.) Technical or Quality 2.) Price

The award will be made to the response most advantageous to the Government.

Delivery Location:

Delivery:

1. The vendor will be responsible to deliver the materials 90 days ARO Materials of all pieces to which make the equipment fully functional, including all accessories must be present upon delivery.

Contacts:

2. All items to be shipped F.O.B. destination. Shipping shall be included in the product price and shall not be billed separately.

3. No tools during deinstallation or installation will be supplied/provided by the VA.

NARA Records Management Language for Contracts (July 10, 2019) https://www.archives.gov/records-mgmt/policy/records-mgmt-language

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes [Fargo VA Medical Center] records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their [Fargo VA Medical Center] contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. [Fargo VA Medical Center] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Fargo VA Medical Center] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Fargo VA Medical Center]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Fargo VA Medical Center] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Fargo VA Medical Center] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [Fargo VA Medical Center] policy.

8. The Contractor shall not create or maintain any records containing any non-public [Fargo VA Medical Center] information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The [Fargo VA Medical Center] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [FACILITY] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Fargo VA Medical Center]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

D. Flow down of Requirements to Subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.