RFI-Sources Sought Costa Rica VMS.docx

SOURCES SOUGHT NOTICE

I. REQUEST FOR INFORMATON SUBMISSION NOTICE

This Request for Information (RFI) will be used to identify potential sources that are interested in and capable of providing a Video Management System solution outside of the U.S., specifically San Jose, Costa Rica. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. This RFI is issued solely for conducting market research, information and planning purposes and does not constitute a solicitation or obligation on the part of the Government. Neither unsolicited proposals nor any other kind of offer will be considered in response to this RFI. No reimbursement will be made for any costs associated with providing information in response to this announcement and/or any follow-up information requests.

The purpose of this RFI is to communicate and solicit feedback from industry on the draft version of an upcoming overseas requirement for a video management system solution and does not constitute a solicitation or agreement. No solicitation is guaranteed to be resultant from the RFI. We are gathering technical, operational, and commercial information from manufacturers, suppliers, and integrators to support the acquisition strategy for procuring a video management system solution to be donated to the Government of Costa Rica under U.S. foreign assistance programs. This market research will help assess availability, local sustainability, maintenance, training requirements, and long-term support.

Contractors shall provide company capabilities. The contractor shall provide their NAICS code and provide suggested NAICS codes for market research.

Please do not provide generic capability statements as they shall add no value to this RFI. The Government is seeking specific information in conjunction with the specifications of this requirement as outlined in the Statement of Work.

The page limitation for responses is 20 pages.

All responses shall be submitted in writing via email to Courtney Wesely (Contracting Officer) at WeselyCJ@state.gov by Wednesday, September 10, 2025, 5:00PM EST. Subject line of email shall be "RFI – Video Management System solution INL/San José".

In order to participate in the resulting RFQ/RFP and to be eligible for an award, the proposer must have (i) a current CAGE Code, (ii) a UEI#, (iii) be registered to do business with the Government of the United States in the System For Award Management (SAM) and not be on the Excluded Parties List: https://www.sam.gov.

II. COMPANY INFORMATION

Company Name:

Address:

UEI:

Company Website:

POC Name:

Phone:

Email:

III. SOCIOEONOMIC STATUS

a. Provide information pertaining to your company’s socio-economic status for federal procurement programs (small, HUBZone, 8(a), Women-owned, veteran-owned, etc.) under their suggested NAICS.

Response:

IV. PRODUCTS AND SERVICES

a. Provide a list of the products/services sold by your company meeting the requirements of this RFI. Where a particular standard is included in the RFI address your company’s product/service compliance with said requirement. Additionally, make note if the statement of work specifications prevent competition (such as specifications are too narrow) or if the specifications are not clear.

b. Provide details such as sustainability features (training, maintenance, energy use). To include warranty durations, coverage details, lifecycle expectancy, and service support timelines. Compliance with Costa Rican laws and certifications. Details on operating conditions and durability.

c. Does your company have the ability to deliver the requirements listed in the statement of work, AND within what timeframe if it resulted in an award? Please elaborate on your core competencies. Be sure to include delivery timeline for equipment, installation, and training. Additionally, a description of proposed training modules, and plan for in-country support and repair services.

d. Can your company provide past performance history for similar requirements? Please demonstrate previous experience in supplying and supporting Video Management Systems (VMS) of a similar scale, complexity, and interoperability as outlined in the Statement of Work (SOW). Specifically, responses should address:

· Experience with VMS solutions deployed in public security, law enforcement, or critical infrastructure environments, especially in contexts requiring intergovernmental coordination.

· Experience collaborating with or providing services to governmental entities in Costa Rica or municipalities therein.

· Ability to support interconnection and interoperability with a variety of existing municipal video surveillance systems and third-party camera vendors, with a minimum of 5,000 cameras integrated into a unified VMS platform.

· Demonstrated capacity to implement and maintain analytics capabilities including:

· License plate recognition (LPR)

· Object/person tracking

· Behavioral analytics (e.g., "hands up", "fallen person" detection)

· Sound/event detection

· Experience providing cybersecure system architectures, including compliance with international standards and protocols such as ONVIF, NENA 911, and APCO.

· Ability to securely manage and transfer video data to central command-and-control centers using secure transmission technologies while maintaining system reliability and low-latency performance.

· Experience delivering comprehensive training and long-term technical support (minimum three years) for system administrators and operational personnel at both the regional centers and the national command center.

e. Please provide a recommended CLIN structure for this requirement as outlined in the statement of work.

f. Please provide an estimated pricing range for the video management system solution in response to this RFI. While final pricing is not required at this stage, the estimate should reflect anticipated costs based on current market conditions and your company’s typical pricing structure.

V. EXISTING CONTRACTS

a. List of existing contract vehicles through which the US Department of State can access your company’s products and services (i.e., GSA FSS, IDIQs, etc.)

VI. RECOMMENDATION

a. Did your company identify any areas in the draft specifications that present excessive risks or other concerns? To include potential challenges in deployment or support or meeting Costa Rican regulatory standards for health and/or emissions. If so, please provide detailed information and suggested mitigation. This can be provided utilizing track changes in the statement of work as well.

b. Based on the statement of work what is a recommended quality assurance plan standard that could be used to measure successful performance.

c. The Government is particularly interested in solutions that ensure long-term sustainability and low total cost of ownership. Provide suggestions to improve sustainability or cost-efficiency, including low power usage and energy-efficient systems, minimal downtime and simple fault isolation procedures, modular systems that allow for scalable upgrades, non-proprietary or open architecture components, minimal software license renewals and long-term firmware support, proven performance in similar climates and locations.

d. Is the vendor in the capacity to fulfill HOST GOVERNMENT SUPPORT needs?

Some aspects for support include: 1) initial operator and technician training in Spanish, 2) provision of training materials, user manuals, and maintenance guides (In Spanish), 3) ability to deliver refresher or advanced training sessions within the first year, 4) availability of technical support for system diagnostics, troubleshooting, and repairs within 72 hours, 5) local presence or capability to establish in-country servicing agreements, 6) replacement parts delivery within two weeks or less, and 7) support for preventive and corrective maintenance through trained personnel.

VII. ATTACHMENTS

Draft Statement of Work (SOW)

SENSITIVE BUT UNCLASSIFIED

SENSITIVE BUT UNCLASSIFIED

SENSITIVE BUT UNCLASSIFIED