FINAL - RFP - Upgrade Shooting Simulator .pdf

Request for Proposal (RFP): 191NLE25R0001 Page 1 of 9

U.S. Department of State

Bureau of International Narcotics and Law Enforcement Affairs (INL)

Request for Proposal (RFP): 191NLE25R0001

U.S. Embassy San Jose San Jose, Costa Rica

October 21, 2024

Upgrade - Virtual Training System

1.0 GENERAL

The contractor must provide equipment, technical support, warranty, training, shipping, documentation, installation and all miscellaneous requirements necessary to accomplish the efforts described in this Statement of Work (SOW).

2.0 PROJECT BACKGROUND AND SCOPE OF SUPPLIES/SERVICES

The U.S. Government, through the U.S. Embassy Costa Rica, is committed to assisting the Costa Rican Government, specifically the Ministry of Public Security in combating drug trafficking by providing equipment, technology, and training as Costa Rican law enforcement institutions to combat the drug trade and law enforcement in high-risk areas in the country, while adding extra tactical knowledge and experience to their security forces. This acquisition will provide a Virtual Training System to the National Police Academy (2), Penitentiary Police (1) and OIJ (1).

Request for Proposal (RFP): 191NLE25R0001 Page 2 of 9

Costa Rica requires an upgraded scalable virtual training system designed to train tactical, cognitive, and marksmanship skills needed by law enforcement personnel in confronting and resolving potential conflict scenarios. The virtual training system must enable initial and sustainment training of individual and team skills associated with the Tactics, Techniques, and Procedures (TTP) of squad team maneuvering and engagement, supporting various situations from large scale conflicts – in an urban, jungle, riverine, littoral, desert, aerial, and forest operations environments - to small scale civilian crime. The virtual training system must provide realistic training through the integration of technologies along with high fidelity immersive virtual environments, realistic simulated weapons with wireless data-link devices, team communications devices, and real-time translation of student actions into the simulation.

3.0 TYPE OF CONTRACT

The resulting award will be a firm-fixed price, single award contract.

Items outlined under PROCUREMENT ITEMS include the TECHNICAL SPECIFICATION OF ITEMS shall be BRAND NAME ONLY.

No additional sums will be payable because of any escalation in the cost of materials, equipment, or labor, or due to the Contractor’s failure to properly estimate or accurately predict these prices or difficulty of achieving the results required by this contract. Nor will the contract price be adjusted because of fluctuations in the currency exchange rates.

4.0 PERIOD OF PERFORMANCE

The period of performance for the resulting award is one year. This contract shall be effective on the date of the Contracting Officer's signature and shall remain valid until all commodities are received, inspected, and accepted by the Government at destination in country as outlined in the Delivery section.

5.0 NAICS Code: 3333 / 333318 Commercial and Service Industry Machinery Manufacturing (Training machines (e.g., flight simulators) manufacturing).

6.0 Product Service Code: 6920 Armament Training Devices

7.0 Acquisition Procedures: FAR Subpart 13.5 – Simplified Procedures for Certain Commercial Items

8.0 BASIS OF AWARD

The basis of award will be Lowest Price Technically Acceptable. This award contains both services (training and system learning) and commodity purchase.

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9.0 EVALUATION FACTORS

The Government will apply four (04) sets of evaluation factors:

1. Technical/Delivery Specifications (Section 9.01)

2. Past Performance (Past Performance Questionnaire Appendix A and Section 9.02)

3. Price (Use Attachment A)

9.01 Technical Specifications

CLIN 001 – Hardware Upgrade, Accessories, and Warranty

Contractor must provide four (4) virtual training systems

• (2) National Police Academy (National Police Academy, Pococí & Murcielago)

• (1) Penitentiary Police

• (1) Judicial Investigative Police (OIJ), Heredia

System must be capable of providing virtual simulation engagement system training in realistic scenarios. All documentation and software must be in Spanish and English.

System must include realistic multi-directional audio and seamless real video to simulate different environments and situations and must eliminate the 5-inch black border between screens to increase immersion on the systems.

System should be compatible with 110v or 220v outlets. In addition, the system must have accessories (recoil kits for handgun, rifles, refill station, among others) for each training system (four in total).

One-year warranty must be included.

All bid prices must include shipping.

9.01.01 - CLIN 001- Hardware Upgrade

a. Qty 4: VirTra System V300 LE-1 upgrade to use five interconnected screens to create a realistic and immersive training simulator that produces active engagements from a 300-degree environment surrounding the trainees.

b. Qty 4: Overhead truss structure, front project systems.

c. Qty 20: 4K projector upgrade in 5 screens per location with upgraded cabling, graphics cards and hardware for systems to run 4K projector properly

d. Qty 4: - Hardware and software for low light training.

e. Qty 4: Front project black backed screens that eliminates the 5-inch black border between screens to increase immersion on the systems.

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f. Qty 4: Installation at the National Police Academy in Pococí, Limón and Murcielago, Guanacaste, Penitentiary Police in Alajuela and OIJ in Heredia (1 person for up to 5 days including all travel expenses).

9.01.02 – CLIN 002 - Accessories

a. Qty 4: - Return-Fire Simulator device with a safe and adjustable electrical impulse to simulate hostile fire and enhance realism during training.

b. Qty 1: - Wireless recoil kits to connect to the VirTra simulator.

c. Qty 4: - Micro-switch activated tetherless handgun recoil kit

d. Qty 4: - Additional magazine per location for use with the tetherless handgun recoil kits.

e. Qty 1: - Adapter plate for the tetherless handgun recoil kit.

f. Qty 4: - Advanced micro-switch activated tetherless rifle recoil kit for AR15, M4 and M16.

g. Qty 4: - Advanced refillable rifle magazine with pressure supply, shot counting (minimum

30 rounds per magazine), rechargeable battery pack, and wireless communications.

h. Qty 1: - Adapter plate for the tetherless rifle recoil kit.

i. Qty 1: - Table-top refill station for all refillable magazines.

9.01.03 – CLIN 003 - One year Warranty (V-300)

One-year warranty and support services. If this is included in the Hardware pricing, please indicate on your response.

9.01.04 CLIN 004 - Training (Initial and Annual)

Initial Consolidated training in Spanish by one (01) trainer at location centrally located in San Jose for a total of five (05) days to be conducted the week after the last of the 4 systems is installed.

(Travel costs must be included).

Installation and training will need to be done in Costa Rica. A minimum of 10 Costa Rican officials must be trained per unit—for a total of 40.

The contractor must have the ability to provide in-field maintenance as requested (at host country, Costa Rica). They must also honor applicable warranties, provide technical support via telephone, and system training according to the minimum specifications mentioned in this Statement of Work. Technical support via telephone must be available 6 days per week, Monday through Saturday 8:00 am through 5:00 pm US eastern standard time. Therefore, maintenance can be provided within a couple of days instead of factoring in travel time outside of country for the maintenance.

If this is not possible (PLLEASE INCLUDE A NOTE OF THIS IN YOUR PROPOSAL), and the vendor would be required to provide remote assistance in the case of a warranty situation.

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The contractor is responsible for transporting and delivering supplies, material, and equipment to the destination specified in this SOW; the Contractor will be responsible for arranging, coordinating, and obtaining all required U.S. export documents and authorizations. The U.S.

Embassy through INL Section will then deliver the units directly to Costa Rican government agencies.

9.01.05 CLIN 005 – Shipping

See Section 9.03 Delivery Schedule

9.02 Past Performance (Appendix A)

Contractor must submit in writing its previous experience executing similar projects and its ability and expertise in working with the equipment/system.

Contractor shall provide a minimum of three (03) past performance references that are similar in size and scope. References must include the following information:

• Company name (Client).

• Project start date.

• Project completion date.

• Project description.

• Project cost.

• Project point of contact name.

• Point of contact email.

• Point of contact telephone numbers.

Past performance will be evaluated based on past law enforcement agencies, in the US and Western Hemisphere, who have purchased the FTS system from the vendor. This list should include contact names; or alternatively, letters from law enforcement agencies attesting to the quality of the system.

9.03 Delivery Schedule

The contractor must complete delivery of upgraded equipment and accessories within a period of no more than 3 to 6 months from receipt of Purchase Order, unless negotiated prior of the final contract to establish timeline. Partial shipments and deliverables of acquired equipment must be accepted subject to prior coordination and approval of the CO.

Comprehensive Bill of Material for all hardware and software delivered under the contract. The list shall include:

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• Item Description, Name of Manufacturer, Model Number, Serial Numbers, Delivered Quantity, Unit Price, Extended Price, and Warranty Expiration Date. The information will be reviewed before the products can be marked “accepted upon delivery”.

The contractor will provide technical data of each unit serviced and demonstrate to the satisfaction of the U.S. Government that all tasks have been completed in accordance with this SOW. The U.S. Government will inspect each of the four (4) virtual training systems as sustained by the data sheets (in Spanish and English) to ensure that the contractor has performed all tasks as required by this SOW.

All related items included on this order and associated documents must be labeled and marked for, and the shipping documents, including original bills of lading, and boats titles or certificates of origin, must be submitted by courier or international courier to the consignee’s following address:

US Embassy San Jose INL - Department of State Av. 0 Calle98, Via 104 San Jose, Costa Rica

Attn: INL, Maricela Urbina

The Contractor must further send a copy of each commercial invoice, for customs clearance purposes, to the Office of INL at the address described above.

All documents must be sent for the attention of the following person:

Maricela Urbina GSO, Customs & Shipping, US Embassy San Jose urbinam@state.gov

The description of all the shipping documents (e.g., airway bill, bill of lading) need to indicate the type of equipment plus “DIPLOMATIC OFFICIAL CARGO”. If there are any questions about shipping, please contact the GSO Customs & Shipping at US Embassy San Jose.

The INL office can assist the Contractor, in obtaining the necessary exemption certificates from the Government of Costa Rica, for duty- and tax-free clearance prior to the arrival of the equipment in Costa Rica.

This must be determined based on the size, weight and transportation of the cargo which should be coordinated with INL Office and Contracting officer (Warehouse, Customs and Shipping, COR and CRGOV).

mailto:urbinam@state.gov

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The inspection and acceptance of the equipment must be performed by the U.S. Government upon their arrival at the customs facility in San Jose, Costa Rica. The payment(s) to the Contractor must be made following satisfactory inspection and acceptance of the equipment, and upon presentation of certificates of origin to the Office of INL in Costa Rica.

Indicate in your proposal:

1. The number of accessories, listed in the Section 9.01.02, and whether they are shipped separately or pre-installed.

2. The number and type of batteries included per unit, and whether they are shipped separately or pre-installed.

3. Whether the shipment includes any type of radioactive material that may require UN2911 labeling; and

4. Whether your shipment includes any liquid or gel, and the total volume of such.

A. Installation and Maintenance Services

One year of system maintenance (manufacturer). Maintenance is defined as any system or parts maintenance to include server, operating system, software updates/fixes/patches, other parts and services, equipment maintenance, network maintenance or support which cannot be completed on-site. If any services or repairs which cannot be completed on-site and require any parts of the total system to be sent to the manufacture to be repaired or upgraded must be completed within 2 weeks of receipt of the equipment, or a replacement for the equipment in question must be received in its place. All documentation and software must be in Spanish and English.

13.0 RESPONSE GUIDELINES

Interested parties are requested to respond to this solicitation with a Word Documents or PDF.

Submissions must not exceed 5 single-spaced pages, 12-point type with at least one-inch margins on 8 1/2” X 11” page size.

Use Pricing in Attachment 1 – Pricing Matrix for proposal response.

Offerors must review the Evaluation Factors (Section 9.0) and must specifically describe the offeror’s ability to meet the requirements outlined in this solicitation for consideration. Oral communications are not permissible.

Please provide a cover page to include CAGE Code, Unique Entity ID, and Tax Identification

Number (TIN), be registered to do business with the Government of the United States in the

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System for Award Management (SAM) and - not be on the Excluded Parties List.

Also include your business socioeconomic status, e.g. small business, women-owned, HUBZone, etc. and U.S. General Service Administration (GSA), Federal Supply Schedule (FSS) Contract

Number (if applicable), and knowledge of specific brands and products lines that could fulfill this requirement.

Please send proposal to DietzelDR@state.gov no-later than 3:00 PM EST on 31-OCT, 2024 .

Questions regarding this announcement shall be submitted via email to DietzelDR@state.gov 24-OCT, 2024. Verbal questions will NOT be acceptable.

APPENDIX A

Past Performance Questionnaire

Contractor shall provide a minimum of three (03) past performance references that are similar in size and scope and must include the following information:

Past performance will be evaluated from each vendor(s) list of three (03) different, past law enforcement agencies, in the US and Western Hemisphere, who have purchased the FTS system from the vendor. This list should include contact names; or alternatively, letters from law enforcement agencies attesting to the quality of the system.

Company Name

Project Start Date

Project Completion Date

Project Description

Project Total Cost

Project Point of Contact Name

Project Point of Contact Phone Number

Project Point of Contact Email mailto:DietzelDR@state.gov mailto:DietzelDR@state.gov

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