POLC Software RFI.pdf

Request for Information (RFI) For

Police Center (POLC), Fire and Emergency Services (POLC / FES) Software Licensing

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: T h e G o v e r n m e n t r e q u i r e s p o l i c e , f i r e , a n d e m e r g e n c y s e r v i c e s s o f t w a r e f o r m u l t i p l e a p p l i c a t i o n s a c r o s s m u l t i p l e g e o g r a p h i c s s i t e s . The Defense Logistics Agency (DLA) Installation Management (DM) manages police, fire and emergency services at five (5) Department of Defense (DoD) sites. The sites and their applications require software, software licensing, and software support. 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 objective of this acquisition is to acquire software, software licensing, and software vendor technical support for a current suite of IT applications. The suite of IT applications is known as “Police Center (POLC)” includes four software applications that support police, fire, and emergency services: Enhanced 911 (E911)/Next Generation 911(NG911), Computer Aided Dispatch (CAD), Law Enforcement Records Management System (RMS), and Fire and Emergency Services (FES). See attached Bill of Materials (BoM) for current software provider, software versions, license counts, and software technical support required to install, upgrade, or enhance the current software baseline.

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 five

DoD sites.

System Capabilities and Requirements: The current suite of applications is hosted in DLA Government Azure on government owned Virtual Machines (VMs) with some hardware physically at the sites listed above. The requirements for this effort are the software, software licenses, and software technical support provided to the Government.

DLA requires a specific Bill of Materials (BoM) for the proposed applications in use. See attached BoM.

Current software meets the requirement narratives below, see BoM for specific licensing and software versions. If different software products, licensing, or technical support is proposed, then refer to the attached software requirements (each tab has specific requirements for each application):

1. Enhanced 911/Next Generation: 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. The application shall meet the requirements outlined in attached applications requirements document and meet NG911 requirements.

2. 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 provides dispatchers with real time incident response and emergency resource management interfaces to efficiently manages requests for emergency services and to provide 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. The application shall meet the requirements outlined in attached applications requirements document.

3. 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. The application shall meet the requirements outlined in attached applications requirements document.

4. 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 application shall meet the requirements outlined in attached applications requirements document.

Interface Requirements: POLC suite of applications shall complete end to end interfacing i.e., E911/NG911 calls received shall generate a dispatching incident which becomes a record.

Specifically, for E911/NG911, the system shall interface with a recording capability and utilize Voice-Over Internet Protocol (VOIP). Additionally, E91/NG9111 shall automatically notify dispatchers of a caller’s location, phone number including calls received from cell phones. Lastly, E911/CAD should interface with civilian State, local, tribal, and/or other counterparts for emergency response services for civilian mutual aid.

Technical Requirements: All software 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.

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 5 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:

1. Company name

2. Company business size with socioeconomic classification based on North American

Industry Classification Code.

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

4. Date submitted.

Section 2 - Market Research Questions. The purpose of this section is to obtain information that will assist in deciding on whether any solutions are available in the market to satisfy the requirements and objectives; and providing a quote estimate. If the full solution requires multiple application packages, each application package should be described and unit cost provided.

Functional Solution

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

2. If software is different than the current applications in use, include the name of your products, estimation of timeline to implement software, and technical approach to implement software e.g., using Government PaaS, SaaS, or other?

3. Do you have business case/return on investment/white papers regarding benefits and costs for your software 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).

4. Does your software 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 to add the capability?

Technology Platform

5. Application Type. On what type of technology and infrastructure is your solution based?

6. 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.

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

a. Federal Information Security Modernization Act (FISMA)

b. National Institute of Standards and Technology Special Publication 800-53 (NIST SP 800-

53)

c. If SAAS Federal Risk and Authorization Management Program (FedRAMP)

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.

8. Section 508 of the United States Workforce Rehabilitation Act. Is the software Section 508 compliant? Evidence of such should be provided with the response to this RFI.

9. Prices. Please provide pricing estimate and utilize the quote at the bottom of this document. If providing a new solution utilize the attached quote as a template for creating a new quote that meets the proposed solutions function/terminology.

Implementation and Risk (Answer in an essay format)

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

Vendor and Product Viability (Answer in an essay format)

11. 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?

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

13. Upgrades. Please describe the frequency and methodology for software upgrades, patching and end of life notifications.

14. Certification. Please provide details on the type of certifications that your workforce possess.

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

RFI response must be submitted no later than Thursday October 14, 2024, at 12:00 PM EDT.

Primary Point of Contact 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

Quote

The Quotewill help the Government determine the potential cost of acquiring and maintaining software 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 cost estimates.

1. Cost period. Provide a quote for a 5-year period (FY25-29) including annual inflation.

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

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

4. Scope. Provide a quote pricing to provide software, licensing, and COTS vendor technical support for upgrades, migrations, and enhancements with support a fully operational solution for the POLC suite of applications.

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

6. Basis of estimate. List general ground rules and assumptions used to generate the 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.

mailto:J62_JETSOffers@dla.mil

7. Cost elements.

a. 1.0 Software licensing

b. 2.0 Vender Technical Support

c. Cost template revisions. Add cost elements or adjust the price template where applicable to appropriately price the proposed solution.

- Attached Quote sheet, Bill of Materials (BoM), and Software Requirements below -

Quote.xlsx BoM.xlsx Requirements.xlsx