FirstSource II RFP - 27 December.pdf

U.S. Department of Homeland Security Washington, DC 20528

December 27, 2011

Prospective Offerors:

The Department of Homeland Security (DHS) Office of Procurement Operations (OPO), Enterprise Acquisitions Division is pleased to present this Request for Proposal (RFP) for the FirstSource II program.

Since its inception in 2005, the FirstSource program has been a cornerstone of the DHS Small Business and Strategic Sourcing programs. With FirstSource II, DHS will replace the current FirstSource contracts and incorporate lessons learned from the previous five (5) years. As reflected in the attached solicitation and the previously-issued draft solicitation and Acquisition Strategy Paper, the FirstSource II acquisition strategy is summarized as follows:

Objective and Target Companies: The primary objective of the FirstSource II acquisition is to establish contracts with experienced Information Technology Value-Added Resellers to provide a variety of commercially-available IT commodities, solutions, and value-added reseller services to support DHS programs in accomplishing their missions. A primary goal of this acquisition is to generate cost avoidance and savings by leveraging the buying power of DHS and its components, ultimately resulting in lower prices to the Government.

Small Business Strategy: The small business strategy for FirstSource II provides for prime contracts in categories where set-aside authority exists. The set-aside categories are as follows: (1) 8(a); (2) Historically Underutilized Business Zone (HUBZone); (3) Service-Disabled, Veteran-Owned Small Business (SDVOSB); (4) Economically Disadvantaged, Women-Owned Small Business (EDWOSB); and (5) Small Business (including SB, non-8(a) SDB, non-EDWOSB WOSB, and VOSB). DHS will emphasize value-added reseller services in the source selection. For illustration purposes, the following provides a simplified visual depiction of the small business strategy:

Work Description Information Technology Value-Added Reseller Services NAICS Code 541519 with Footnote #18 SB Size Standard 150 employees Small Business Category/Target Pool

8(a) HUBZone SDVOSB EDWOSB Small Business (including SB, non-8(a) SDB, non-EDWOSB

WOSB, VOSB)

Small Business Federal Acquisition Regulation (FAR) Reference

FAR 19.8 FAR 19.13 FAR 19.14 FAR 19.15 FAR 19.5

Number of Contract Awardees TBD TBD TBD TBD TBD

FirstSource II Request for Proposals

FirstSource II will use North American Industry Classification System (NAICS) code 541519, Footnote #18 (Information Technology Value-Added Reseller), with a size standard of one hundred and fifty (150) employees.

Indefinite Delivery/Indefinite Quantity Contract: DHS intends to award multiple Indefinite Delivery / Indefinite Quantity (IDIQ) contracts from this solicitation for commercial items under Federal Acquisition Regulation (FAR) Part 12 Acquisition of Commercial Items using the source selection procedures of FAR 15 Contracting by Negotiation. The contracts will be “mandatory for consideration” within DHS. “Mandatory for consideration” means that ordering activities may use vehicles other than FirstSource II for IT commodities, solutions and VAR services, but they must first consider using FirstSource II for the fulfillment of their requirement.

Ordering will be based upon the fair opportunity procedures of FAR 16.505(b) for orders under multiple award contracts. Fair opportunity will be conducted by Delivery Order Contracting Officers selecting one (1) of the five (5) socioeconomic categories and competing the order among those firms within the selected category. For example, if the 8(a) category is selected, only the 8(a) firms will compete for the order. The Delivery Order Contracting Officer will select the socioeconomic category under which the requirement will be competed by reviewing the Small Business Administration (SBA) guidance and advice from the DHS component small business specialist.

DHS anticipates a significant level of competition for FirstSource II. We strongly encourage interested companies to thoroughly read the evaluation criteria in this RFP prior to preparing a proposal.

Respondent Instructions: DHS considered all comments and questions provided by industry in response to the FirstSource II Industry Day and draft solicitation, but did not provide individual responses to those questions or comments. Please thoroughly review this solicitation for changes and updates which have been incorporated as a result of the questions and comments received, and the finalization of the Government’s solicitation language and strategy. Frequently Asked Questions were included in the previously released Acquisition Strategy Paper.

All questions regarding this solicitation must be received by January 11, 2012 at FirstSourceII@dhs.gov, shall follow the instructions outlined in the RFP in Chapter E, Part 2, and shall be provided in the format provided in the file “FirstSource II Final RFP – Question and Comment Form.” The Government acknowledges that the last week of December is often a time when offices are closed and individuals spend valuable and important time with their friends and families. Therefore, the due date for proposals is February 15, 2012, a full forty-four (44) days after January 2, 2012, the date which the Government expects many interested parties will begin their proposal preparation efforts.

All inquiries should be addressed to FirstSourceII@dhs.gov.

mailto:FirstSourceII@dhs.gov�

U.S. Department of Homeland Security

FirstSource II

Value-Added Reseller Services for Information Technology Commodities and

Solutions

Request for Proposal No. HSHQDC-12-R-00005

December 27, 2011 Department of Homeland Security Office of Procurement Operations

Table of Contents

CHAPTER A – STANDARD FORM 1449

CHAPTER B – CONTINUATION OF SF 1449

SECTION A – EXECUTIVE SUMMARY

A.1 Type of Contract A.2 Contract Term

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 General Description B.2 Contract Minimums/Maximums B.3 Leasing B.4 Equipment and Labor Pricing – Post Award

SECTION C – PROGRAM OBJECTIVES

C.1 Introduction C.2 Background C.3 Scope C.4 Program Objectives C.5 Requirements and Considerations C.6 Management Requirements and Considerations C.7 Customer Support and Technical Assistance Considerations C.8 Testing Considerations C.9 Applicable Standards as Requirements C.10 Promoting the Contract

SECTION D – PACKING, PACKAGING, AND MARKING

D.1 Packaging, Packing, and Marking D.2 Environmental Considerations D.3 Branding

SECTION E - INSPECTION AND ACCEPTANCE

E.1 CLAUSES INCORPORATED BY REFERENCE (FAR 52.252-2) (FEB 1998)

E.2 Partial Delivery and Acceptance E.3 Hardware and Software Acceptance Testing

SECTION F – DELIVERY

F.1 Clauses Incorporated by Reference (FAR 52.252-2) (FEB 1998) F.2 Delivery Requirements F.3 Delivery Schedules F.4 Contract Ordering Period F.5 Performance Period – Delivery Order(s) F.6 Place of Performance

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 Authorized Users G.2 Contracting and Administration Authority G.3 Fair Opportunity G.4 Ordering Procedures G.5 Delivery Orders G.6 Ordering Via Use of Government-Wide Purchase Cards G.7 Delivery Order Protests G.8 Invoicing and Payment (Delivery-Order Level) G.9 Unauthorized Work G.10 Unilateral Orders

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1 Equipment Modifications/Substitution under Issued Delivery Orders H.2 Energy Star (E-Star) Compliance Certification H.3 Section 508 Compliance

H.4 Printing Restrictions H.5 Advertisements, Publicizing Awards and News Releases H.6 Key Personnel – Contractor Program Manager H.7 Identification of Contractor Personnel H.8 Post-Award Evaluation of Contractor Performance H.9 FirstSource II Alliance Meetings H.10 Introduction / Substitution of New Technology H.11 Delivery Order Contract Ombudsman H.12 Post-Award Conference H.13 Access to Unclassified Facilities, Information Technology Resources, and Sensitive Information H.14 FirstSource II Contract-Level Reporting – HUBZone Socio-Economic Category H.15 FirstSource II Contract-Level Reporting – Small Business Socio-Economic Category H.16 FirstSource II Contract-Level Reporting – Service-Disabled, Veteran-Owned Small Business Socio- Economic Category H.17 FirstSource II Contract-Level Reporting – Service-Disabled, Veteran-Owned Small Business Socio- Economic Category H.18 Contractor Re-Representation H.19 Government Records H.20 Disclosure of Information – Official Use Only H.21 Confidentiality of Information H.22 Government-Furnished Property and Government-Furnished Information

Chapter C – CONTRACT TERMS AND CONDITIONS

Part 1 – Clauses Incorporated By Reference Part 2 – Contract Terms & Conditions Required to Implement Statutes or Executive Orders – Commercial Items Part 3 – HSAR Clauses in Full Text Part 4 – Offeror Representations and Certifications – Commercial Items

Chapter D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

Chapter E – SOLICITATION PROVISIONS

Part 1 – Instructions to Offerors – Commercial Items (52.212-1) (Jun 2008) Part 2 – Addendum to Instructions to Offerors – Commercial Items Part 3 – Evaluation – Commercial Item

CHAPTER A – STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE 1 OF

Offeror to complete blocks 12, 17, 23, 24, & 30 Including Attachments

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

HSHQDC-12-R-00005 December 27, 2011

7. FOR SOLICITATION

A. NAME B. TELEPHONE (No Collect Calls)

E-MAIL:

8. OFFER DUE DATE/

LOCAL TIME (EST)

INFORMATION CALL

Enterprise Acquisitions Division FirstSourceII@dhs.gov 10 a.m., February

15, 2012

9. ISSUED BY CODE DHS 10. THIS ACQUISITION IS 11. DELIVERY FOR FOB

DESTINATION UNLESS

12. DISCOUNT TERMS

UNRESTRICTED BLOCK IS MARKED

x SEE SCHEDULE

Contracting Officer, H. Harrison Smith SET-ASIDE: 100% FOR 13a. THIS CONTRACT IS A RATED ORDER

MGMT/OPO/EAD/Mailstop 0115 Department of Homeland Security

SMALL BUSINESS UNDER DPAS (15 CFR 700)

245 Murray Lane, SW SMALL DISADV. BUSINSESS 13b. RATING

Washington, DC 20528-0115 8(A) NAICS: 541519, Footnote 18 14. METHOD OF SOLICITATION

SIZE STANDARD: 150 Employees RFQ IFB RFP

15. DELIVER TO: CODE 16. ADMINSTERED BY CODE DHS

Contracting Officer/H. Harrison Smith TO BE SPECIFIED ON INDIVIDUAL ORDERS MGMT/OPO/EAD/Mailstop 0115

Department of Homeland Security 245 Murray Lane, SW Washington, DC 20528-0115

17a. CONTRACTOR/OFFEROR CODE FACILITY 18a. PAYMENT WILL BE MADE BY CODE

TO BE SPECIFIED ON INDIVIDUAL ORDERS

TELEPHONE: 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER SEE ADDENDUM

19.

ITEM NO,

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

SEE ATTACHED CONTINUATION SHEETS

(Attach Continuation Sheet as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATIONS INCORPORATE BY REFERENCE FAR 52.212-1, 52.212-2 & 52.212-3. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACTS/PURCHASE ORDERS INCORPORATE FAR 52.212-4 & 52.212-5 SEE CHAPTER C ADDENDA ARE ARE NOT ATTACHED.

28.

CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN 3 COPIES TO ISSUING OFFICE.

CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED

ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

HEREIN.

29.

AWARD OF CONTRACT: REFERENCE OFFER DATED . YOUR

OFFER ON SOLICITATION (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES

WHICH ARE SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER 31c. DATE SIGNED

H. Harrison Smith AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449 (Rev 4/2002) PREVIOUS EDITION NOT USABLE Prescribed by GSA – FAR 53.212

FirstSource II - Request For Proposals Chapter B – Continuation of SF 1449 RFP No. HSHQDC-12-R-00005 Section A - Executive Summary

CHAPTER B – CONTINUATION OF SF 1449

SECTION A – EXECUTIVE SUMMARY

(CONTINUATION OF SF 1449, BLOCK 10)

A.1 Type of Contract The Department of Homeland Security (DHS) intends to award multiple Indefinite Delivery/Indefinite Quantity (IDIQ) contracts from this solicitation for commercial items under Federal Acquisition Regulation (FAR) Part 12, Acquisition of Commercial Items. The contracts resulting from this solicitation will be available for use by all DHS components and are mandatory-for-consideration. Firm-Fixed Price (FFP), FFP / Time and Materials or Incentive Delivery Orders may be issued under FirstSource II.

This is a 100% Small Business Set-Aside using NAICS Code 541519, Footnote 18; the business size standard is 150 employees. Multiple IDIQ contracts will be issued under each of the following five (5) categories:

• 8(a);

• Historically-Underutilized Business Zone (HUBZone);

• Service-Disabled, Veteran-Owned Small Business (SDVOSB);

• Economically-Disadvantaged, Woman-Owned Small Business (EDWOSB); and,

• All Small Businesses (including SB, non-8(a) Small Disadvantaged Business, non-

EDWOSB WOSB, VOSB).

A.2 Contract Term Each FirstSource II contract will have a five (5) year base ordering period, with two (2) one-year option ordering periods for a total term, if all options are exercised, of seven (7) years. For the option periods, the contract shall be renewable as provided in FAR Clause 52.217-9, Option to Extend the Term of the Contract, incorporated by reference in Chapter C, Part 1. The period of performance of any delivery order issued under the contracts shall not exceed twelve (12) months after the expiration of the last option period of the IDIQ contracts in accordance with FAR Clause 52.216-22 (OCT 1995), Indefinite Quantity, incorporated by reference in Chapter C, Part 1.

(End of Chapter B, Section A)

RFP No. HSHQDC-12-R-00005 Section B – Supplies or Services and Prices/Costs

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

(CONTINUATION OF SF 1449, BLOCK 20)

B.1 General Description The Contractor shall supply the technical and management solutions as described in Chapter B, Section C, Program Objectives.

B.2 Contract Minimums/Maximums

(a) The minimum guaranteed amount for this IDIQ contract is $250.00 per Contractor. The minimum guarantee will be obligated on each base IDIQ contract at the time of award. Orders beyond the minimum will be determined by user needs and fair opportunity procedures. The exercise of an option does not re-establish the contract minimum for the IDIQ contracts.

(b) The specific products and quantities will be identified on each delivery order issued under the base contract. The Government has no obligation to issue Delivery Orders to the Contractor(s) beyond the amount specified in paragraph (a) above. Once the conditions of paragraph (a) have been met, the Contractor shall continue to have the opportunity to be issued Delivery Orders (DOs) under the provisions in Chapter B, Section G.3, Fair Opportunity.

(c) The total value of all DOs awarded under all contracts issued under this solicitation, including orders issued in option periods and minimum contract amounts, shall not exceed $3,000,000,000.

B.3 Leasing The Contractor shall offer and provide equipment lease financing as required by individual Delivery Orders issued under the base contracts. Delivery and return of the equipment shall be addressed in the lease terms set forth in individual Delivery Orders.

The Government may contemplate leases of the following types: Lease to Ownership (LTO);

Lease with an Option to Purchase (LTOP); and Straight Lease IT equipment. All leases may include integrated installation and warranty. Leasing terms and conditions and associated lease documentation will be established at the Delivery Order (DO) level.

The Delivery Order Contracting Officer (DO CO) may terminate hardware leased under delivery orders issued under this contract, at any time during a fiscal year in accordance with the termination provisions contained in FAR 52.212-4 (l)(JUN 2010) Termination for the Government’s convenience, or (m) Termination for cause. Additionally, under no circumstances will any fees be charged for the non-exercise of a lease option.

Annual Funding: When annually appropriated funds are cited on an order for leasing, the following applies:

(1) The base period of an order for any lease executed by the Government will be for the duration of the fiscal year. All Government renewal options under the lease shall be specified in the Delivery Order. All orders for leasing shall remain in effect through September 30 of the fiscal year or the planned expiration date of the lease, whichever is earlier, unless the Government exercises its rights hereunder to acquire title to the hardware prior to the planned expiration date or unless the Government exercises its right to terminate under FAR 52.212-4 (l) Termination for the Government’s Convenience, or

(m) Termination for Cause. Orders under the lease shall not be deemed to obligate succeeding fiscal year’s funds or to otherwise commit the Government to the exercise of a renewal option.

(2) All orders for leasing shall automatically terminate on September 30, unless the Delivery Order Contracting Officer notifies the Contractor in writing thirty (30) calendar days prior to the expiration of such orders of the Government’s intent to renew. Such notice to renew shall not bind the Government to the exercise of a renewal option. The Government has the option to renew each year at the original rate in effect at the time the order is placed. This rate applies for the duration of the order. If the Government exercises a renewal option, the renewal order shall be issued within fifteen (15) days after funds become available for obligation by the ordering office, or as specified in the initial order.

Crossing Fiscal Years within Contract Period: Generally, orders for leasing shall automatically terminate on September 30 except where a Component Ordering Office has specific authority to cross fiscal years with its appropriations. If that authority exists, the Component Ordering Office may place an order to lease the hardware for a base period up to the expiration of its period of appropriation availability, or twelve (12) months, whichever occurs later, even if fiscal years are crossed. Option periods would commence from the expiration date of the base period and each option period, if exercised.

The intent of the FirstSource II contracts is to provide for maximum flexibility in pricing arrangements. If a DO CO or Contractor identifies a pricing arrangement which is not addressed in this contract, the FirstSource II Contracting Officer may review, and at his/her sole discretion, permit alternate pricing arrangements under the FirstSource II contracts.

B.4 Equipment and Labor Pricing – Post Award The Contractor’s completed Sample Delivery Order Pricing matrix is included as an attachment to this contract. For those DOs which include items or labor categories identical to those outlined in the Sample Delivery Order Pricing matrix, the prices listed in the attachment will serve as a ceiling for the equipment prices and labor hour rates. Contractors shall not, for equipment or labor categories included in a DO RFP which are identical those listed in the Sample Delivery Order Pricing matrix, propose prices above those listed in the attachment. At the DO CO’s discretion, alternate equipment items may be added at the DO level, without any need for approval from the FirstSource II Contracting Officer. At the DO CO’s discretion, alternate labor categories may be added at the DO level, without any need for approval from the FirstSource II Contracting Officer. Prices for equipment and labor rates included in DOs, whether or not the equipment and/or labor categories are included in the Sample Delivery Order Pricing matrix, shall be established through the DO competition process.

Additionally, when proposing prices in response to a DO RFP, Contractors shall offer prices volume discounts equal to or less than those offered under GSA Federal Supply Schedules, or comparable vehicles.

(End of Chapter B, Section B)

RFP No. HSHQDC-12-R-00005 Section C – Program Objectives

SECTION C – PROGRAM OBJECTIVES

C.1 Introduction Information Technology (IT) commodities, solutions, and Value Added Reseller (VAR) services represent a significant portion of the Department of Homeland Security (DHS) IT budget. The purpose of this acquisition is to establish FirstSource II, the DHS’s enterprise-wide vehicle for a wide variety of IT commodities and value-added reseller services. The resulting contracts will replace FirstSource, which will expire in 2012.

The requirements for FirstSource II are presented in the form of this statement of Program Objectives. Offerors will use this information to propose the “how” to accomplish DHS’ objectives, i.e., the technical and management solutions that leverage existing industry best practices and Commercial-Off-The-Shelf (COTS) IT commodities at the lowest available prices.

The basic objectives and their background are set forth in subsections C.2 through C.4 below.

Requirements and other constraints are set forth in the remaining subsections.

C.2 Background In Fiscal Year 2007, DHS competitively awarded a suite of Indefinite-Delivery/Indefinite- Quantity contracts under a Department-wide program called FirstSource. The FirstSource contracts facilitated streamlined purchase, delivery, and installation of IT commodity products and solutions. The contracts supported the DHS goal of establishing a functionally integrated Department, demanding integrated methods of operation among and between the various Components with the support systems that enhance mission effectiveness and create economies of scale through consolidation of requirements. This has facilitated establishing a functionally integrated, centrally coordinating IT infrastructure, and ensuring compatibility within “One Network” and “One Infrastructure.” Prior to FirstSource, DHS acquired the IT commodity products needed to fulfill the specific missions of individual components through the issuance of separate contracts utilizing differing terms and conditions under a variety of contractual arrangements. With FirstSource II, DHS intends to further its efforts to standardize commodities and procurement processes and reduce acquisition lead-times.

C.3 Scope In support of its mission and strategic goals, DHS requires commercial IT commodity solutions and value-added reseller services for a wide variety of applications throughout the Department and its 16 Operating Components. DHS needs to access, as they occur, technological advances and new business practices that may increase productivity, efficiency, and/or reduce costs while leveraging DHS’ Department-wide buying power to obtain the lowest available prices. The scope of this contract is to provide DHS with a full array of value-added reseller services and access to a wide and renewable variety of IT commodities and solutions (hardware and software) from multiple Original Equipment Manufacturers (OEMs) that will be available through Delivery Order competitions. Any commercially available IT product may be made available through this contract. Equipment is categorized as follows:

1. Small Form Factor Device: Portable mobile computing device with a display screen that provides an interface for viewing and processing data that can be transported for normal human-computer interaction. (For example, laptops, netbooks, tablets, smart phones, bar code readers, Radio Frequency Identification (RFID) readers)

2. Static Device: A computing device, equipment storage system or visual display device that remains in a permanent location and is not transported for normal business functions.

(For example, desktop workstation, monitor, security card reader, server and network racks)

3. Domain Device: A device that provides information technical service management for the optimization, administration and security of data, voice, and video transmission and all interrelated interfaces to support network and application protocols and processing, storing, replication, recovering, monitoring and auditing of all information system processes. (For example, router, switches, servers and blade servers, SAN, security appliances, firewalls, software, tape backup device, Uninterruptable Power Supply, Video Teleconferencing)

4. Virtual Desktop Infrastructure (VDI) Device (desktop virtualization): A device that supports distributed applications for wired and wireless heterogeneous and homogenous network environments for mobile small factor devices and static devices for the transmission, processing, creating, storing, retrieving and manipulating of images. (For example, virtual machines and applications that operate within a centralized, decentralized or hosted infrastructure interface device, such as virtual desktop infrastructure device or thin client application)

5. Peripheral Device: Auxiliary hardware and software for system management, productivity and collaboration, monitoring and sustainment for small factor devices, static devices, domain devices and VDI devices. (For example, printers, USB sticks, scanners, DVD recorders, RFID tags, cameras)

C.4 Program Objectives The overall objectives that the Department intends to achieve over the course of the program are to:

1. Obtain the lowest prices for all products and related services on catalogs offered by the

Contractor as determined through application of fair opportunity and competition in the ordering process.

2. Maintain continuous access to a broad range of IT and new technology as it is introduced to the commercial marketplace.

3. Provide and implement a set of performance measurements and metrics for the Contractor’s achievement of the FirstSource II Program Objectives, to provide current and accurate data for measuring the Contractor’s performance over the entire term of the contact; and to provide current and accurate data for the following areas:

• Customer Satisfaction Measurement,

• Spend Management, and

• Problem Resolution Measurement.

4. Meet dynamic DHS customer requirements for IT commodities solutions and VAR services, special delivery needs, and related services throughout the term of the contract.

5. Implement standardized IT configurations and solutions consistent with the evolving DHS

Enterprise Architecture standards.

6. Provide a flexible and dynamic contract vehicle to access and leverage world-class small business partners.

C.5 Requirements and Considerations This section describes DHS’s technical and management requirements and considerations that must be accommodated by Offerors in the development of potential solutions. These items relate directly to the FirstSource II Program Objectives listed in Chapter B, Section C.4.

C.5.1 Technical Requirements and Considerations

Chapter D, Attachment 3, lists the DHS Standard Configurations and describes the primary components of those configurations. The Contractor shall meet or exceed all requirements listed in these configurations. The following sections describe additional technical requirements and considerations that offerors shall address in their technical solutions.

C.5.2 Power Requirements

The Contractor shall provide hardware that is operable at all DHS locations including OCONUS locations using the standard power outlets (to be defined at the Delivery Order level) available at the location.

C.5.3 Information Technology Accessibility for Persons with Disabilities

All services and Electronic Information Technology (EIT) delivered as a result of orders placed under this contract shall comply with accessibility standards in accordance with Federal Information Technology Accessibility as required by Section 508 of the Rehabilitation Act (29 U.S.C. 794d), as amended. Information about the Section 508 Electronic and Information Technology Accessibility Standards may be obtained via the Web at the following URL:

www.Section508.gov.

Section 508 of the Rehabilitation Act, as amended by the Workforce Investment Act of 1998 (P.L. 105-220) requires that when Federal agencies develop, procure, maintain, or use electronic and information technology (EIT), they must ensure that it is accessible to people with disabilities. Federal employees and members of the public who have disabilities must have equal http://www.section508.gov/� access to and use of information and data that is comparable to that enjoyed by non-disabled Federal employees and members of the public.

All EIT deliverables within the delivery order work statement shall comply with the applicable technical and functional performance criteria of Section 508 unless exempt. Specifically, the following applicable EIT accessibility standards have been identified:

Section 508 Applicable EIT Accessibility Standards

36 CFR 1194.21 Software Applications and Operating Systems, applies to all EIT software applications and operating systems procured or developed under the delivery order work statement including but not limited to GOTS and COTS software. In addition, this standard is to be applied to Web-based applications when needed to fulfill the functional performance criteria.

This standard also applies to some Web based applications as described within 36 CFR 1194.22.

36 CFR 1194.22 Web-based Intranet and Internet Information and Applications, applies to all Web-based deliverables, including documentation and reports procured or developed under the delivery order work statement. When any Web application uses a dynamic (non-static) interface, embeds custom user control(s), embeds video or multimedia, uses proprietary or technical approaches such as, but not limited to, Flash or Asynchronous Javascript and XML (AJAX) then

1194.21 Software standards also apply to fulfill functional performance criteria.

36 CFR 1194.23 Telecommunications Products, applies to all telecommunications products including end-user interfaces such as telephones and non end-user interfaces such as switches, circuits, etc. that are procured, developed or used by the Federal Government.

36 CFR 1194.24 Video and Multimedia Products, applies to all video and multimedia products that are procured or developed under the delivery order work statement. Any video or multimedia presentation shall also comply with the software standards (1194.21) when the presentation is through the use of a Web or Software application interface having user controls available.

36 CFR 1194.25 Self Contained, Closed Products, applies to all EIT products such as printers, copiers, fax machines, kiosks, etc. that are procured or developed under the delivery order work statement.

36 CFR 1194.26 Desktop and Portable Computers, applies to all desktop and portable computers, including but not limited to laptops and personal data assistants (PDA) that are procured or developed under the delivery order work statement.

36 CFR 1194.31 Functional Performance Criteria, applies to all EIT deliverables regardless of delivery method. All EIT deliverable shall use technical standards, regardless of technology, to fulfill the functional performance criteria.

36 CFR 1194.41 Information Documentation and Support, applies to all documents, reports, as well as help and support services. To ensure that documents and reports fulfill the required

1194.31 Functional Performance Criteria, they shall comply with the technical standard associated with Web-based Intranet and Internet Information and Applications at a minimum. In addition, any help or support provided in the delivery order work statement that offer telephone support, such as, but not limited to, a help desk shall have the ability to transmit and receive messages using TTY.

Section 508 Applicable Exceptions

Exceptions to the EIT accessibility standards for this work statement have been determined by DHS and only the exceptions described herein may be applied. Any request for additional exceptions shall be sent to the TO Contracting Officer’s Representative (COR) and determination will be made in accordance with DHS MD 4010.2. DHS has identified the following exceptions that may apply:

36 CFR 1194.3(b) Incidental to Contract, all EIT that is exclusively owned and used by the contractor to fulfill this work statement does not require compliance with Section 508. This exception does not apply to any EIT deliverable, service or item that will be used by any Federal employee(s) or member(s) of the public. This exception only applies to those contractors assigned to fulfill the obligations of this work statement and for the purposes of this requirement, are not considered members of the public.

Section 508 Compliance Requirements

36 CFR 1194.2(b) (COTS/GOTS products), When procuring a product, each agency shall procure products which comply with the provisions in this part when such products are available in the commercial marketplace or when such products are developed in response to a Government solicitation. Agencies cannot claim a product as a whole is not commercially available because no product in the marketplace meets all the standards. If products are commercially available that meet some but not all of the standards, the agency must procure the product that best meets the standards. When applying this standard, all procurements of EIT shall have documentation of market research that identify a list of products or services that first meet the agency business needs, and from that list of products or services, an analysis that the selected product met more of the accessibility requirements than the non-selected products as required by FAR 39.2. Any selection of a product or service that meets less accessibility standards due to a significant difficulty or expense shall only be permitted under an undue burden claim and requires authorization from the DHS Office of Accessible Systems and Technology (OAST) in accordance with DHS MD 4010.2.

For the foregoing referenced exceptions, the language below must appear in individual delivery orders as appropriate and authorized.

DHS Office of Accessible Systems and Technology (OAST) has reviewed this acquisition request and has determined that an Undue Burden exception for the purposes of Section 508 applies and is thereby authorized. Undue Burden Exception #<To be filled in on DO> has been attached and included in the contract file. An alternate means of access shall be provided for people with disabilities.

DHS Office of Accessible Systems and Technology has reviewed this acquisition request and has determined that a National Security Exception for the purposes of Section 508 applies and is thereby authorized. National Security Exception #<To be filled in on DO> has been attached and included in the contract file.

DHS has reviewed this acquisition request and has determined that a Fundamental Alteration exception for the purposes of Section 508 applies and is thereby authorized. Fundamental Alteration Exception #<To be filled in on DO> has been attached and included in the contract file.

DHS has reviewed this acquisition request and has determined that a Back Office exception for the purposes of Section 508 applies and is thereby authorized. Back Office Exception #<To be filled in on DO> has been attached and included in the contract file.

All tasks for testing of functional and/or technical requirements must include specific testing for Section 508 compliance, and must use DHS Office of Accessible Systems and Technology approved testing methods and tools. For information about approved testing methods and tools send an email to accessibility@dhs.gov.

The text of DHS Management Directives can be obtained at the following website:

http://www.dhs.gov/xfoia/gc_1254501589035.shtm#4

C.5.4 System Requirements

The Contractor shall provide hardware and software components that are factory-installed and ready for immediate use (e.g., device drivers loaded; all cables and adapters included) unless otherwise specified in individual Delivery Orders. The Contractor shall provide documentation either included or available on-line, or both, for all products offered. DHS intends to integrate products provided from these contracts into various DHS network environments. For this reason the Contractor shall provide products under this contract that contain industry standard ports and interfaces for, among other things, network connectivity, printing, communications, and device control.

During the term of this contract, the Contractor shall deliver, furnish for Government use, or furnish for Contractor use at a Government-owned facility, only personal computer products that at the time of submission of proposals were the Electronic Products Environmental Assessment Tool (EPEAT) Bronze registered or higher where such EPEAT products are available at www.epeat.net.

Personal computer products include a notebook computer, a desktop computer, or a computer monitor, and any peripheral equipment that is integral to the operation of such items. For example, the desktop computer together with the keyboard, the mouse, and the power cord would be a personal computer product. Printers, copiers and fax machines are not included in peripheral equipment, as used in the FAR definition.

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When an ordering activity specifies personal computer products that are not EPEAT registered and suitable EPEAT products are available, the Contractor shall:

a. Notify the requester of the requirement to purchase the EPEAT product; and

b. Provide a suitable alternative(s) that meet the EPEAT registered requirements.

C.5.5 DHS Enterprise Licensing Requirements

DHS has a department-wide Enterprise License Agreement (ELA) for the acquisition of Microsoft Software enterprise products (excluding Windows Client Operating System). All of these Microsoft enterprise products are acquired by DHS through the ELA. Therefore Contractors shall not duplicate, mark-up, or otherwise increase the price of any Client PC or Server to provide this enterprise software for which DHS already has an agreement in place.

C.5.5.1 Microsoft Software Pricing

For consistency in FirstSource II pricing, all Client PCs and Servers will be priced as replacement systems. The ELA allows for the transfer of the existing licenses to the replacement systems. Client PCs should be priced to include only the basic operating system with no additional OEM software; Servers should be priced to include no operating systems. Note:

Successful FirstSource II Contractors will be provided complete details regarding DHS’s ELA after award.

C.5.6 Enterprise Software Licensing DHS does not intend to issue any Delivery Orders under this contract for software licenses for which it has an existing ELA. If, at a future date, an ELA is established for software licenses which have previously been ordered under FirstSource II, all software licenses will be transferred to the DHS ELA. As a condition of any Delivery Order issued under FirstSource II, the vendor agrees that it will facilitate the transfer of any software licenses purchased under FirstSource II to any future DHS ELA, at no additional cost to the Government. Current ELAs include Adobe, Microsoft, Oracle, Environmental Systems Research Institute (ESRI), McAfee, IBM, F5 Networks, Quantum, VMWare, NetApp, and Symantec.

C.5.7 New Equipment and Software Release Requirements The Contractor shall provide only new OEM equipment under this contract. Refurbished equipment is not acceptable. Third party components/parts integrated into a system that are configured by the Contractor must be authorized and approved, in writing, by the Government.

The use of third party components/parts must meet all specifications of the Government’s requirement, must comply with existing DHS Enterprise Architecture standards, and must include equivalent standard customary warranty service. The Contractor must disclose which components/parts are the third party components/parts in the proposal, and the decision to accept or reject the proposal rests with the Government. For software products, the Contractor shall provide only the latest commercially available version under this contract unless otherwise expressly approved, in writing, by the Government. The Contractor shall assist the Government in obtaining the software technical support (updates, patches, bug-fixes, etc.) for all products purchased under this contract.

If the Contractor provides refurbished or counterfeit equipment under the performance of this contract, the Contractor shall bear sole and entire responsibility for 1) replacing the items with new OEM equipment at no additional cost to the Government; and, 2) any damages or replacement costs associated with the refurbished/counterfeit equipment.

C.5.8 Americans with Disabilities Act Considerations Some users with disabilities may require specialized hardware and software to effectively operate the provided products. Specialized hardware and software requirements will be defined on a case-by-case basis. These products will be specified and priced at the time the specific Delivery Order is issued under the base contract.

C.6 Management Requirements and Considerations The following sections describe the management requirements and considerations that offerors shall address in their management solutions.

C.6.1 Production and Business Capability Requirements The Contractors and their respective project teams, including major subcontractors, OEMs, and suppliers, shall be capable of meeting the following production and business requirements (notwithstanding, the below is in no way a guarantee of the volume of orders to be submitted under FirstSource II):

1. Production and delivery of at least the following volume per month: five thousand (5,000) desktop systems, five hundred (500) advanced servers; and five hundred (500) portable systems with the associated software, services, and peripherals.

2. Management Staffing and Infrastructure, Financial Capacity and Infrastructure, Data Systems, Fulfillment Capacity and Infrastructure, and Administrative and Billing Capacity suitable, at a minimum, for the production and delivery volumes set forth in paragraph 1.

C.6.2 DHS Imaging Requirements The Contractor shall provide DHS image installation services on designated equipment as specified in individual Delivery Orders. The Contractor’s DHS image installation process shall include adequate burn-in time to assure image integrity. The Contractor shall maintain an electronic library of all DHS provided images, accessible by DHS upon request. The Contractor shall consider the DHS image data as proprietary information and shall protect this information in accordance with applicable Government regulations. The Contractor shall, upon award, provide an estimated cost for image installation services to the Government.

C.6.3 OEM Management Requirements The prime Contractors shall be responsible for the management of their OEMs, suppliers and subcontractors during the term of the contract. Attributes of such responsibility are expected to involve the assessment, selection, coordination, and management of the OEMs, suppliers, and subcontractors who provide the products offered to DHS.

C.6.4 Technology Refreshment Requirements The Contractors shall be responsible for introducing new equipment (both hardware and software) to the DHS community as soon as it is commercially available from the OEM(s).

C.6.5 Contractor Performance Monitoring/Reporting The Contractor’s performance will be monitored, measured, and reported in the Past Performance Information Retrieval System (PPIRS). Performance measures will include the Contractor’s ability:

• To meet agreed upon dates for scheduled delivery of items, warranty, and/or services;

• To prepare, develop, and use comprehensive reports/presentations;

• To provide qualified employees to adequately staff the program;

• To efficiently log and track requests for warranty service and notify the customer as to expected completion time; and

• To respond to the customer’s requests for quotes and configuration assistance within five

(5) Government working days.

C.6.6 Warranty The Contractors shall provide the standard commercial warranties for all products under this contract, unless otherwise specified in the individual Delivery Order solicitations. Product warranties shall include a product return policy. If a product return policy is not included with the standard commercial warranty for the item being procured, the Contractor shall notify the DO CO, in writing, that the standard commercial warranty for the item does not include a return policy, and/or identify what return policy it may elect to offer. Any OEM warranties associated with products delivered under this contract shall be available directly to DHS. Extended warranties may be required by DHS as specified in individual Delivery Orders. See warranty requirements in Chapter D, Attachment 3, DHS Standard Configurations.

C.6.7 Order Input and Processing Requirements The Government intends to issue Delivery Orders and potentially expand its use of various forms of Electronic Commerce tools, including reverse auctions and the DHS Marketplace (http://marketplace.dhs.gov) to compete and/or award individual Orders against the FirstSource II contracts. The Contractor shall possess the capability to conduct business through these tools.

C.6.8 Final Review/Acceptance of Work Products Although the Contractor shall be responsible for generating work products, recommendations, etc. (if/as set forth in individual Delivery Orders), the Contractor is advised that final determination for all work products, recommendations, etc. is reserved for Government officials.

Any documents, briefings, or oral recommendations provided to Government staff are only recommendations, and the decision to accept, reject, or modify them is the responsibility and authority of the cognizant Government Official.

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C.6.9 Reporting Requirements DHS requires reporting and data, at the IDIQ contract level, as detailed below – unless otherwise noted, the Contractor shall provide all IDIQ contract-level reports to the FirstSource II COR via e-mail. DHS holds non-exclusive, fully paid rights to hold, use, distribute, transfer and modify this data for its own use. DHS’ rights are perpetual in duration and worldwide in scope. The Contractor shall provide DHS with electronic copies of all such data upon its request if the data is not otherwise available in the aggregate to DHS as a matter of course.

C.6.9.1 Spend Management Report The Contractor shall provide current and accurate data regarding the description of purchases, the amounts awarded and the components making the awards. The report shall be submitted on a monthly basis using the template provided in Chapter D, Attachment 1, and transmitted electronically as a comma separated value (csv) formatted spreadsheet.

The report is due by the 15th calendar day of each month with activity of the previous month.

(For example: The report due February 15th should cover the awards for the period January 1st through January 31st. If the 15th calendar day falls on a weekend or holiday, the report is due the following business day.) If there is no activity during the reporting period, a "no activity" report shall be submitted. A copy of the Delivery Orders and Delivery Order modifications awarded during the report period shall be submitted. The report and attached Delivery Order / modification copies shall be submitted via e-mail to the IDIQ COR and the CO via the FirstSource II mailbox as shown in Section G.2. The subject line of the email shall be annotated with - Monthly Spend Management Report (Month/Year) (Contract No.).

C.6.9.2 Problem Resolution Report The Contractor shall provide problem resolution report regarding the status and/or resolution of delivery and/or performance issue, product deficiency, warranty repair service, etc. on a monthly basis with the following information. The report is due by the 15th calendar day of each month with activity of the previous month.

• Date of problem/issue occurred

• Requestor’s name, organization name, and telephone number

• Description of problem/issue

• Course of action taken

• Date of resolution completed

C.6.9.3 Warranty Report The Contractor shall provide current and accurate warranty information by specific product or delivery order upon the request of the Government. Order number and serial number shall be included in the request.

C.6.9.4 Contractor Performance Monitoring/Reporting – Performance Standards Report The Contractor shall submit a performance standards report which elaborates on the Contractor’s performance of the contract as gauged by its achievement of the performance standards described in Chapter B, Section C.6.5. The performance measurement shall be conducted annually, thirty days prior to the contract award anniversary date. A reasonable narrative report including supporting documents and/or data to substantiate the goal accomplishments and the outcomes shall be submitted to the IDIQ COR and the IDIQ CO for review and acceptance prior to the anniversary date.

C.6.9.5 Information Technology Value-Added Resellers Services Report

(ITVAR)

The Contractor shall submit a current and accurate Information Technology Value Added Reseller (ITVAR) report to the COR and the CO on a fiscal year basis due by October 31st of each year. VAR services consist of, but are not limited to, configuration consulting and design, systems integration, installation of computer equipment, customization of hardware or software, training, product technical support, hardware and software maintenance service and end user support. This annual report shall include a total award amount, a total price of hardware and software, and total cost of VAR services.