POLC Service RFI 20240913.docx

Request for Information (RFI) for Police Center (POLC), Fire and Emergency Services (POLC / FES) Service and Support

This Request for Information (RFI) is issued to support market research in identifying sources capable of providing the system capabilities and requirements detailed here. This RFI is issued solely for information and planning purposes and does not constitute a solicitation. All information received in response to this RFI marked Proprietary will be handled accordingly.

Responses to the RFI will not be returned. In accordance with FAR 15.201(e), responses to this RFI are not offers and cannot be accepted by the Government to form a binding contract. A response to this RFI is necessary to assist the Government in determining the potential levels of interest, adequate competition, market maturity and technical capabilities within the Large and Small Business Communities to provide the required capabilities.

The Government does not intend to award a contract based on this RFI or reimburse any costs associated with the preparation of responses to this RFI. It will also not consider any solutions that are proprietary.

Description: The Defense Logistics Agency (DLA) Installation Management (DM) manages police, fire and emergency services at five (5) Department of Defense (DoD) sites. The five (5) sites are:

1. DLA Headquarters Complex, Ft. Belvoir, VA

2. Richmond, VA

3. New Cumberland, PA

4. Columbus, OH

5. Tracy, CA) The Information Technology (IT) applications are managed by DLA Information Operations (Info Ops), Enterprise Capabilities (EC) Portfolio, Installation Support Program Management Office (PMO).

Objective: The Government requires services for a suite of IT applications which includes tasks for project management, technology services, and life cycle management support. The suite of IT applications is known as “Police Center (POLC)”. Support is required for Staging and Production environments of the applications. POLC includes 911 telecommunications, dispatching, investigations, records management, reporting, incident management including response data, inventory records including tracking and maintenance, training records, inspection records, hot work permits and tracking of key infrastructure.

The Government requires support for the existing applications and technology road map planning to further digitally transform and or modernize the suite of applications in the future. See the Performance Work Statement (PWS) for additional details.

In addition to supporting the existing applications and products, DLA is currently invested in modernizing, standardizing, and creating IT commonality using platform centric approaches such as ServiceNow (SNOW), System Applications and Products (SAP), and Microsoft products. Support to modernize, standardize, and create further commonality is a desired objective.

Place of Performance: Most performance will be at a Contractor hosted facility; however, geographic support (travel) on a case-by-case basis is required including, but not limited to:

1. DLA Headquarters Complex, Ft. Belvoir, VA

2. Richmond, VA

3. New Cumberland, PA

4. Columbus, OH

5. Tracy, CA.

System Capabilities and Requirements: The following capabilities are required:

1. Enhanced 911: A telephone system consisting of network, database, and enhanced 911 equipment that uses the single three-digit number “911” for reporting police, fire, medical, or other emergency situations to a central location, while automatically associating a physical address with the calling party’s telephone number and physical location/address.

2. Computer Aided Dispatching (CAD): A resource management system that locates, acquires, stores, distributes, maintains, tests and accounts for personnel, services, resources, materials and facilities including:

a. Establishes processes for describing, requesting, tracking and managing resources to include personnel and equipment.

b. Activates processes prior to and during an incident.

c. Dispatches resources prior to and during an incident.

d. Deactivates and/or recalls resources during or after an incident.

e. Establishes contingency planning for shortfalls of resources in accordance with NFPA 1600.

f. Collaborates and coordinates with Federal, State, local, tribal Governments and other Military Departments.

The dispatching program enables the enhanced 9-1-1 telecommunicators to obtain information from a 9-1-1 caller in an orderly manner. The program efficiently manages requests for emergency services and provides a record of the request for help. CAD makes a recommendation of units available for dispatch with consideration to the type of call and the geographic proximity of the available units to the address of the emergency. CAD has information that pertains to the different call types and provides information to responders on special conditions that may be present at the address, such as call history at the address, hazards, contacts, alarm installation or other specialized information for emergency responders. Statistical reports are also available to provide management with the proper allocation of emergency personnel. The dispatching program supports local support agreements as required.

3. Records Management System (RMS): An agency-wide system that provides for the storage, retrieval, retention, manipulation, archiving, and viewing of information, records, documents, or files pertaining to law enforcement operations. RMS covers the entire life span of records development—from the initial generation to its completion. RMS allows single entry of data, while supporting multiple reporting mechanisms service records and investigative, arrest, criminal identification, detention, and even civil records.

4. Fire and Emergency Services (FES): An agency-wide system that provides support to manage inspections, maintenance, comply with regulations, reporting and analytics. The system will issue and track permits, manage related files, maintain an audit, and issue certificates. The system supports occupancy, hydrant and apparatus requirements including managing inventory. It generates, tracks, and files requests for repair and maintenance. The system can be server based or Software as a Service (SaaS) if FedRAMP High / Information Level (IL) V compliant. Respondent will identify their system and include all applicable requirements required to operation such system. Include if SaaS is FEDRAMP High approved or status, DISA Cloud Hosting approved or status. If either are in process respondent is to provide details on where in the process of approval, they are.

Interface Requirements: Police, fire and emergency services shall complete end to end interfacing i.e., E911 calls received shall generate a dispatching incident which becomes a record. Specifically, for E911, the system shall interface with a recording capability and utilize Voice-Over Internet Protocol (VOIP). Additionally, E911 shall automatically notify dispatchers of a caller’s location, phone number including calls received from cell phones, and shall have a capability to broadcast emergency notifications out to designated geographic locations. Lastly, E911 shall interface with civilian State, local, tribal, and/or other counterparts for emergency response services for civilian mutual aid.

Current System Support: The Contractor is responsible for the entirety of the application administration. DLA provides hosting and telecommunications support as well as Program Management.

Hosting: Currently, these applications are primarily hosted in DLA Government Azure, Information Level (IL) 4/5 using Microsoft as an Infrastructure as a Service (IaaS) provider. The Government will consider, for approval, other hosting options if DoD and DLA policies, procedures, and expectations are fully met.

Software Licensing Requirements: The Government intends to award a separate software contract and provide the following Commercial Off the Shelf (COTS) licenses to support the current use:

Technical Requirements: All system/network components and applications shall be compatible with all applicable Defense Information System Agency (DISA) Security Technical Implementation Guides (STIGs). Any STIG exceptions must be identified as part of the Contractor’s response to the Government and approved by J6 Cybersecurity. Exceptions incurring risk found unacceptable to the DLA Authorizing Official are not permitted. Additional technical requirements include:

1. All network components and applications shall be IPv4 and IPv6 compatible.

2. Network components shall allow configuration of IEEE 802.1x or port security for authentication.

3. The Contractor shall provide a complete list of all ports, protocols and services required for any computer system running control system applications or required to interface the control system applications. The listing shall include all ports and services required for normal operation as well as any other ports and services required for emergency operation. The listing shall also include an explanation or cross reference to justify why each service is necessary for operation. When standard PPS is not utilized for any computer system running control system applications or required to interface the control system applications, then the Contractor shall provide a written justification for deviation from standard PPS.

4. Wireless communications are normally not permitted. The Contractor shall identify any system wireless communication capability, enabled, or disabled. All wireless communications shall meet applicable STIG requirements to include FIPS 140-2 certification. Any requirement to use wireless or cellular must be approved in writing by DLA J6, coordinated with the J62B PM and documented with the DLA Frequency Manager.

5. The Contractor shall provide any patch cabling required.

6. All application network components shall be connected using copper 100/1000 or fiber optic Small Form Factor Pluggable (SFP)-based Gigabit Ethernet ports.

7. Hardware and controller systems must be capable of operating on separate Virtual Local Area Network (VLAN)s if required.

8. The Contractor shall provide a Bill of Materials (BOM) and other network documentation to the COR in support of these requirements RFI Response Assessment Information provided in response to this RFI will be used to assess tradeoffs and alternatives available for determining how to proceed in the acquisition process. In accordance with FAR 15.201(e), responses to this RFI are not offers and cannot be accepted by the Government to form a binding contract. Specific plans will be communicated later.

To assist the contracting office in deciding regarding the level of participation by small business in any subsequent procurement that may result from this RFI, you are encouraged to provide information regarding your plans to use joint venturing (JV), partnering or consortiums to meet each of the requirement areas contained herein. You should provide information on how you would envision your company's areas of expertise and those of any proposed JV/partnering/consortium would be combined to meet the specific requirements contained in this RFI.

Response Instructions RFI responses must conform to the format below and provide the following information.

Responses to this RFI must total no more than 30 pages, with text no smaller than 10 points; however, text included in graphics, tables, and figures can be no smaller than 9 points. The cover page, cover letter, table of contents, pricing spreadsheet, and the Rough Order of Magnitude (ROM) table are not included in the total page count. Any material submitted more than the 30-page limit and the page limitation exclusions will not be considered. The submissions must be in enough detail and clarity to provide the information needed to assess your company’s ability to provide a solution.

· Section 1 - Cover Letter. The cover letter must include the following information:

· Company name

· Company business size with socioeconomic classification based on North American Industry Classification Code.

· Company points of contact and contact information (name, address, phone number, email address, and fax number)

· Date submitted.

If more than one solution is proposed from a team of providers, all company information should be presented (name, size, etc.).

· Section 2 - Market Research Questions. The purpose of this section is to obtain information that will assist in deciding whether any solutions are available in the market to satisfy the requirements and objectives; and determining a ROM pricing estimate. The RFI defines solution as a software application package. If the full solution requires multiple application packages, each application package should be described.

Functional Solution

1. Do you currently support any Department of Defense or Federal agencies with similar police, fire, or emergency service IT products or services? If yes, what departments or agencies.

2. Are you able to support the current DLA COTS products? What experience do you have with Caliber Public Safety, Emergency Reporting, Next Generation 911 or similar products?

3. What new solution or solutions can your company provide to satisfy the police, fire and emergency service objectives, system capabilities and requirements? Include the name of your product(s) and your three largest commercial clients.

4. Do you have business case/return on investment/white papers regarding benefits and costs of implementing your product? If so, provide a reference summary within your response and provide the investment/white papers as a separate submission in support of the reference summary (not included in page count).

5. Does your product have the ability, out of the box, to perform all the capabilities? If not, what is the level of effort (and approximate cost) associated with configuring or customizing in order to add the capability?

Technology Platform

6. Application Type. On what type of technology is your solution based?

7. Future Technology. What are your technology plans for the proposed solution? Describe how you keep your product up to date with improvements in Operating System (OS) and application software versioning.

8. Information Security Requirements. To ensure compliance with Federal cybersecurity regulations, DoD requires software to meet the following standards:

· Federal Information Security Modernization Act (FISMA)

· National Institute of Standards and Technology Special Publication 800-53 (NIST SP 800-53)

· Federal Risk and Authorization Management Program (FedRAMP)

· National Institute of Standards and Technology (NIST)

· Department of Defense (DoD) Risk Management Framework (RMF)

Please confirm that your product meets all these requirements and provide evidence of certification and accreditation, including DoDi8140.01 baseline and computing environment certifications. If the product does not meet these requirements, please provide details on how you plan to achieve compliance with each of the standards listed above.

9. Section 508 of the United States Workforce Rehabilitation Act. Is the solution Section 508 compliant?

10. Prices. Please provide a pricing estimate. See ATTACHMENT A at the bottom of this document.

Implementation and Risk (Answer in an essay format)

11. Implementation. Given your understanding of our requirements and environment, how quickly would you be able to support the existing POLC applications? What estimated timeline would you project for any new capabilities or products including minimum viable products and full deployment? Please provide key milestones and the time it will take for each milestone within the timeline.

12. Risk. What are some major risks associated with using your proposed solution to meet the requirements?

Vendor and Product Viability (Answer in an essay format)

13. General Services Administration (GSA) Schedules and Other Contract Vehicles. What GSA Multiple Award Schedule contracts, Government-wide Acquisition Contracts, Multi- Agency Contracts, or other contract vehicles does your company have to support the purchase of the proposed solution?

14. Partnerships. Please describe your industry or COTs vendors rectorships or partnerships for current or proposed solutions products.

15. Product Maturity. What is the technical maturity/technology readiness level of any new products offered/proposed solution?

Submit your company capabilities in response to this RFI to J62_JETSOffers@dla.mil;

RFI response must be submitted no later than November 4, 2024, at 12:00 PM EDT.

Primary Point of Contact Contracting Officer: Jan Hegedus Email: jan.hegedus@dla.mil Contract Specialist: Whitney Saint-Fleur Email: Whitney.Saint-Fleur@dla.mil Division Chief: Daniel J. Washington Email: daniel.washington@dla.mil

Contracting Office Address DLA Contracting Support Office (DCSO-P) 700 Robbins Avenue Philadelphia, PA 19111 United States

ATTACHMENT A

Rough Order of Magnitude (ROM) Pricing The ROM estimate will help the Government determine the potential cost of acquiring and maintaining a solution over its life cycle. Please use the pricing template at the end of this attachment to submit the estimate.

Vendors should use the following ground rules and assumptions to develop their ROM cost estimates.

· Cost period. Provide ROM pricing for a 5-year period (FY25-29) including annual inflation.

· Current-year dollars. Express costs in the value of the year in which a cost is expected to occur, including the effects of inflation.

· Inflation. Apply inflation using the appropriate annual inflation factor, where applicable.

· Ownership cost elements. All cost elements are sustainment cost elements.

· Sustainment cost—cost to maintain and support the system over its life cycle, including, but not limited to, software maintenance and upgrades, help desk support, and recurring training.

· Scope. Provide ROM pricing to acquire, implement, maintain, and sustain a fully operational solution.

· System capabilities. Include pricing for requirements and system capabilities included in this RFI.

· Basis of estimate. List general ground rules and assumptions used to generate the ROM estimate for each cost element in a basis of estimate. Provide the details used to price each cost element explaining how costs were derived, including the assumptions made, unit costs, cost factors, quantities, hours, and calculations used to estimate costs.

· Cost elements.

· 1.1 Project Management

· 1.2 Technology Services

· 1.3 Life Cycle Support Cost template revisions. Add cost elements or adjust the price template where applicable to appropriately price the proposed solution.

ROM cost risk. Identify at least three significant cost risk factors that could potentially increase (drive up) the cost of the projected ROM estimate submitted. Also indicate the risk rating (high, medium, or low) for each cost risk and the expected percentage increase in total cost if the risk occurs.

- See Attached ROM sheet below -image1.emf

POLC Service ROM.xlsx Sheet1

POLC

Request For Information

Date:

OWNERSHIP COST ELEMENTS FY25 FY26 FY27 FY28 FY29 Total

1.0 POLC Services

1.1 Project Management

1.1.1 Monthly Status Report $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

1.1.2 Project Plans $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

1.1.3 In-Process Reviews $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

1.1.4 Integrated Master Schedules $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

1.1.5 Meeting, Minutes, Briefings Conf Call Presentation Materials $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

1.1.6 Risk Management Plan $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

1.1.7 Configuration Control Governance Meeting Support $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

1.1.8 Monthly 8570/8140 Report $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

1.1.9 Kick-Off Meeting $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

1.1.10 Non-Disclosure Agreement $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

1.2 Technology Services

1.2.1 Technical Documentation $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

1.2.2 STIG Checklists $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

1.2.3 License Tracker $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

1.3 Life Cycle Support

1.3.1 Life Cycle Documentation $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

1.3.2 Software Version Description $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

1.3.3 Training and Training Documentation $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

1.3.4 Cybersecurity and Risk Management Framework $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

1.3.5 Configuration Management Plan $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

1.3.6 Testing and Documentation $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

1.3.7 Cybersecurity Vulnerabilities Plan of Action and Milestones $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Grand Total $0.00 $0.00 $0.00 $0.00 $0.00 $0.00